Administrative Assistant

ICLG is looking for an Administrative Assistant who has superior attention to detail, great organizational skills, the ability to meet tight deadlines and juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly attuned to the smallest of details, as well as being able to multi-task and work on tight deadlines in a high-pressure environment is crucial. A “can-do” attitude is essential.

How you’ll CREATE:

• Arrange meetings and conference calls via telephone and email

• Manage and update calendars within a timely manner

• Coordinate and prioritize incoming verbal and email requests

• Book travel, accommodations, & transportation

• Maintain a strong working knowledge of employees, and important external contacts

• Work closely with other administrative assistants and occasionally cover the 1st assistant's desk

• Exercise discretion at all times especially when interrupting meetings (in-person or virtual)

• Regular meeting prep, coordination, and notes

• Greet meeting participants and escort them to the correct rooms upon arrival

• Order and set-up food service for meetings

• Promptly address any IT issues

• Interact with vendors and promptly process invoices

• Create and send grammatically/punctually correct internal/external company communication

• Monthly expenses, reconciliation, and processing such as travel & entertainment expenses

• Order office supplies, make restaurant reservations, and help set up and manage in office team celebrations

• Work with the security team to alert them of external guests coming to the premises

• Book conference rooms and manage Zoom display & connection within the rooms

• Additional duties as assigned

Bring your VIBE:

• Minimum 1 year of experience as an Administrative Assistant, receptionist and/or previous intern experience

• Minimum 1 year of experience booking travel, calendar management

• Ability to interact comfortably and effectively with employees of the company at all levels including Senior Management

• Ability to interact comfortably and effectively with external partners and clients

• High attention to detail, excellent follow-through, problem-solving and organizational skills

• Self-motivated, proactive, and resourceful

• Flexible – able to adjust to changing priorities, and able to multi-task

• Excellent customer service skills

• Excellent time management skills

• Excellent written and verbal communication

• Strong proficiency and working knowledge of Microsoft Office Products

• Creative skills a plus (Adobe Creative Suite, Keynote)

• Ability to sit and stand for long periods of time