Administrative Assistant - Senior

Pay: $35.87/hr
Duration:1 year w/potential to extend
Location: Hybrid in Framingham, MA (Tue & Wed onsite, other days remote)
Hours: ~36.25 hrs per week

HM Meeting Notes:
• 7 plus years of administrative experience; with an emphasis on executive administrative experience
• Ability to manage multiple calendars, reporting and expense management
• Looking for candidates from larger organizations
• The contractor who will be onsite, will be responsible for office management, i.e - scheduling lunches
• Biggest skillset is looking for problem solving abilities. Flexibility is needed!

Overview:
The Executive Administrative Assistant will support a VP and two AVPs for Global Talent Management. This position is hybrid in office and requires office days that align with the team. This individual provides advanced administrative support requiring a broad and comprehensive knowledge of company policies, procedures, and practices. Independently ensures office systems and divisional procedures, policies and practices are administered effectively. Interfaces with a variety of internal and external Associates and customers who work on a variety of issues which require tact, diplomacy and confidentiality.

Responsibilities:
• Schedules and maintains multiple calendars of appointments and meetings
• Supports and monitors the on-going administration of HR and Talent program processes to ensure consistent and timely execution
• Coordinates travel itineraries and process expenses
• Responds to questions, requests, and research information. Interfaces with a variety of customers on issues which are complex or of a confidential nature
• Involves appropriate Associates from other departments or divisions to resolve issues.
• May provide functional guidance and training to other Associates within department and across the Corporate functions, as needed
• Analyses operating practices and creates/revises systems and procedures as necessary
• Organizes and maintains files, record keeping systems, and office layout
• Oversees and monitors administrative projects. Performs other duties as required or directed
• Organizes meetings (Catering, Booking Rooms, Follow up, etc.)
• Manage and administer department payroll and timekeeping
• Back-up Support to other Admins
• Manages and administers various documents and spreadsheets
• Acts as Proxy for certain systems as needed
• Support meetings, training and conferences with prep and logistics needs
• Plans and participates in department initiatives such as department summits, all hands meetings, leadership offsites, and team building events
• Communicates pertinent information among appropriate departments

Who We Are Looking For:
• 7 plus years of administrative experience; with an emphasis on executive administrative experience
• Administrative experience in a corporate setting required
• Superior organizational and administrative skills and the ability to multitask and maintain strong attention to detail in a fast-paced environment
• Strong Microsoft Office experience required, specifically PowerPoint, Excel, Outlook, and Word
• Excellent communication manner, solid written and verbal communication skills and be customer service oriented
• Able to effectively manage confidential and sensitive information
• Must thrive in a very busy atmosphere
• Proven success of juggling many things at one time and ability to shift gears and prioritize
• Willingness to learn, take direction well and be a team player
• Interest in Human Resources is a plus
• Ability to focus and get the job done while avoiding distractions
• Former experience scheduling meetings, managing multiple calendars, arranging travel schedules and processing expenses critical
• Strong ability to build relationships and collaborate with team members and other admins
• Great at being resourceful and leveraging relationships to problem solve

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