Administrative Assistant, Talent Acquisition

What You Will Do:

• Provide administrative support to two Vice Presidents, including scheduling meetings, rolling calls, maintaining daily schedules, preparing/submitting expense reports, and arranging travel on their behalf.

• Support directors with scheduling large meetings

• Screen and prioritize incoming communications (emails, phone calls, mail).

• Liaising with executives, recruiters, and other assistants internally and externally.

• Prepare agendas, take minutes, and follow up on action items for meetings.

• Assist with decks and presentations.

• Coordinate logistics for meetings, including room bookings, catering, and A/V setup, as well as coordinate with facilities management for office space and maintenance needs.

• Organize and manage documents related to various projects, ensuring easy access and retrieval.

• Preparation of all business related expenses using SAP travel proxy role ensuring expense reports are completed and filed in a timely manner.

• Support departmental and ad hoc projects and as needed

• Handle confidential and sensitive information with discretion.

• Liaise with internal departments and external partners to facilitate project workflows.

• Organize team events, both in-person and virtually.

• Promotes teamwork both internally and externally, works exceptionally well with executives, staff, and external associates at all levels.

• Assist in the planning and execution of company events, conferences, and off-site meetings as needed.

• Responsibilities will include: ordering supplies, processing invoices, expense reports, and managing the SharePoint collaboration tool and tracking.

• Assist other department members as necessary and acts as back up for other assistants on team.

Required Qualifications & Skills:

• Excellent computer proficiency –Microsoft Word, Excel, PowerPoint, and Keynote.

• Demonstrated ability to prioritize, meet deadlines, make decisions and change course of action quickly

• Detail oriented with the ability to maintain professionalism under pressure

• Ability to adapt to changing priorities and deadlines while maintaining a positive attitude and a proactive approach.

• Meticulous attention to detail, ensuring accuracy in all tasks and communications.

• Demonstrate the ability to maintain strong working relationships

• Excellent organizational, analytical and problem-solving skills with the ability to work on many projects simultaneously

• Proactive attitude to seek and manage new initiative on behalf of the department as needed

• Understanding of social media platforms and familiarity with the latest trends

• Ability to maintain confidentiality