Job Title: Administrative Assistant
Department: WS
Expected Weekly Hours: 40-50
Reports to: Operations Manager
Location: Remote (Candidates must be in CENTRAL or EASTERN TIME ZONES ONLY)
Pay Range: $35.65 - $36.90 per hour
Position Summary
This position is responsible for various general administrative support tasks for the client’s business unit(s). If you are an experienced assistant who enjoys a relationship role, supporting a large-scale team and working on multiple tasks, this position is for you!
Duties and Responsibilities:
- Manage calendaring, file records, compile data for reports, assist client cost centers during budget cycles, answer/screen phone calls, coordinate meeting room facility/operational needs, take meeting notes and distribute team action items, onboarding/offboarding individuals and vendors/suppliers, process expense reports, prepare/edit meeting agendas and presentation materials and manage procurement services for team members
- Managing executive calendars and team events
- Interact with customers and vendors/suppliers
- Perform other duties as needed
Job Requirements
Education and Experience: The requirements listed below are representative of the knowledge, skill, and/or ability required.
- High School Diploma, GED or Equivalent
- 7+ years of experience in an administrative assistant role; experience at a large company preferred
- Event management, assisting with budgeting and logistics
- Responding to team emails/messages, calendaring, travel coordination, expense processing and senior leadership support
- 7+ years of experience in an executive assistant role
- Experience directly contacting customers and vendors/suppliers
Qualifications:
- Analytical and strategic problem-solving capabilities in scheduling and communication
- Ability to come up with innovative solutions to solve real customer problems
- Ability to work and thrive in a fast-paced environment, learn rapidly and master diverse technologies and techniques
- Ability to be methodically decisive in the face of ambiguity
- Track record of meeting project deadlines
- Ability to frame and align to clear problems, vision, and goals
- Strong collaboration skills across disciplines and organizations
- Customer service orientated, ensuring needs are met in a timely fashion
- Ability to take opportunities for continuous improvement and implement documented process improvements
- Ability to work on multiple projects concurrently; demonstrated organization, problem-solving, project management, and time management skills
- Excellent verbal and written communication skills; ability to effectively inform and present ideas confidently and persuasively to peers and managers; excellent email, telephone and virtual meeting etiquette
- Ability to successfully work independently and within a team environment, strong interpersonal and teamwork skills working with team members of different disciplines, backgrounds and cultures
- Ability to take initiative to ask questions, ask for help, or provide updates, without reluctance
- Ability to meet the eligibility requirements for working in the US without RLA sponsorship for employment visa status
- Strong computer skills that include proficiency with M365 tools e.g., Word, Outlook, Excel, PowerPoint, Visio, Teams and SharePoint
Language Skills
- Ability to read, write, and speak English proficiently
Physical Demands:
- While performing the duties of this job, the employee is regularly required to talk or hear.
- Frequently required to stand, walk, sit, use hands to feel; reach with hand and arms, and stoop, kneel, or crouch.
- The employee must occasionally lift and/or move up to 25 pounds.
- Specific vision requirements include the ability to see at close range, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
- At times, may require more than 40 hours per week to perform the duties of the position.
Work Environment:
- The position typically operates in a standard office environment.
- This role may use standard office equipment such as computer, phones, photocopiers, filing cabinets, and fax machines.
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