Executive Administrative Assistant

divh2Job Title/h2pIn this role you will be:/pulliOrganizing and managing complex calendar schedule(s) for one or more managers, maintaining executives agenda and assisting in planning appointments, customer meetings, conferences, etc./liliMakes travel arrangements and prepares expense reports./liliProvides support for departmental events, quarterly events and recognition as well as coordinating activities across the organization, events, conferences, F2Fs, etc: plans and organizes the events, prepares agendas, coordinates all logistics./liliExercises diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization including staff at all levels, administration staff; customers./liliKeeps abreast with all organizational changes and business developments and maintains in depth understanding of office management procedures and departmental and legal policies./liliDemonstrates strong accuracy and attention to detail while taking the initiative to manage logistics of the department/division such as maintaining divisional organizational charts, phone distribution lists and divisional logistics needs./liliStrong capability working with all Microsoft tools, Clients tools, purchasing and finance systems/liliAdditional duties include managing tactical projects, general administrative duties such as order supplies, CR coordination, generating shipping memo, etc./liliCoordinates activities to ensure division goals are met, plans and coordinates administrative procedures and devises ways to streamline processes./liliEffectively mentors and integrates new admins and ensuring all admins understand department procedures and expectations./liliUses strong organizational skills to improve the efficiency of administrative processes./liliWorks closely with the Senior and Executive administrative staff, demonstrates strong verbal/written communication skills and work well on an executive team both individually and as a team member./liliDemonstrates strong customer service orientation and uses discretion and judgment to ensure applicable private/proprietary business information, data, transactions and correspondences maintain confidentiality and sound judgement./liliAnticipates the business needs of the leadership team/admin team, proactively formulating and evaluate solutions and/or recommendations to facilitate meeting deadlines and achieving goals./liliMaintains accurate and detailed records, meets deadlines and manages multiple projects and processes in support of various operating departments./liliPossesses strong project management, problem-solving skills, excellent organizational and impeccable multitasking abilities with attention to detail and strong follow-through to meet deadlines./liliReceives, interprets and evaluates the level of significance of information requests, takes appropriate responsive action, and determines when the executive or other staff should be notified or involved. Coordinates/assists with recruiting and staffing admin team partnering with management and Human Resources./liliExtremely flexible, adaptable to an evolving fast pace environment, works well under pressure, manages assigned tasks/projects with the skills to reassess/and prioritize deadlines for upcoming commitments and responsibilities./liliAssists in resolving administrative needs for improvement/problems by coordinating preparation of reports, analyzing data, and identifying solutions working closely with management and human resources./li/ulpQualifications:/pulliThe successful candidate must demonstrate the following:/liliStrong customer orientation and teaming skills/liliStrong communication skills/liliSound judgment and decision making to resolve complex problems/liliManage sensitive and confidential information discreetly/liliSelf-motivated to meet deadlines independently/liliStrong understanding and experience in booking domestic and international travel/liliUnderstands department goals and priorities, anticipates needs, and initiates action/liliManages multiple priorities and re-prioritizes where necessary/li/ulpMinimum Qualification:/pulliBachelors degree in Business or a directly related field with 4+ years of administrative support within a large corporate environment/liliProficient in MSFT Teams from setting up channels, using Chat, and features such as breakout rooms, etc./liliProficient with Microsoft Office products: Outlook, Word, PowerPoint, Excel, and SharePoint./li/ul/div

Infotree Global Solutions