Administrative Assistant

Summary

Provides analytical and specialized administrative support to relieve executive, administrative, and line and staff managers of complex details and advanced administrative duties. Executes special or continuous research and data analysis tasks. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Assignments may be found in various functional areas.

Part-time expectation: 12-15 hours per week, Tue-Thurs. 10am-2pm. Potential for more hours depending on office activity.

Responsibilities:

• Provides analytical and specialized administrative support to relieve management of administrative duties
• Performs routine organizational and clerical tasks
• Analyzes problems, determines approach, executes research and data analysis, and prepares proposals and recommendations
• Coordinates communications including phone calls, messages and routing correspondence
• Assists with the organization and planning of meetings
• Maintains management calendars and provides reminders
• Arranges travel and itineraries
• Processes expense reports
• Takes meeting minutes and tracks action items for follow-up
• Develops process and documentation systems
• Developing professional expertise, applies company policies and procedures to complete routine tasks (ex: scheduling meetings, booking travel, etc.)
• Effectively uses available resources to complete tasks (ex: HRIS, intranet system, knowledge documentation system, etc.)
• Provides accurate meeting notes and action items to meeting stakeholders
• Works on problems of moderate scope where analysis of conditions or data requires a review of a variety of factors
• Exercises judgment within defined procedures and practices to determine appropriate action on projects or issues
• Successfully maintains management calendars and proactively provides reminders
• Builds productive working relationships

Requirements:

• Strong verbal and written communications skills
• Professional and mature demeanor; ability to work with a variety of personality types
• Exemplary planning and time management/prioritization skills
• Understanding of international travel booking and VISA requirements, globally
• Excellent knowledge of MS Office Suite
• Strong attention to detail, accuracy, confidentiality and ability to meet deadlines
• Bright, high-energy individual, with a passion to learn and contribute
• Discretion and confidentiality