Executive Administrative Assistant

Job TitleIn this role you will be:Organizing and managing complex calendar schedule(s) for one or more managers, maintaining executive's agenda and assisting in planning appointments, customer meetings, conferences, etc.Makes travel arrangements and prepares expense reports.Provides 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.Exercises 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.Keeps abreast with all organizational changes and business developments and maintains in depth understanding of office management procedures and departmental and legal policies.Demonstrates 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.Strong capability working with all Microsoft tools, Client’s tools, purchasing and finance systemsAdditional duties include managing tactical projects, general administrative duties such as order supplies, CR coordination, generating shipping memo, etc.Coordinates activities to ensure division goals are met, plans and coordinates administrative procedures and devises ways to streamline processes.Effectively mentors and integrates new admins and ensuring all admins understand department procedures and expectations.Uses strong organizational skills to improve the efficiency of administrative processes.Works 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.Demonstrates 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.Anticipates the business needs of the leadership team/admin team, proactively formulating and evaluate solutions and/or recommendations to facilitate meeting deadlines and achieving goals.Maintains accurate and detailed records, meets deadlines and manages multiple projects and processes in support of various operating departments.Possesses strong project management, problem-solving skills, excellent organizational and impeccable multitasking abilities with attention to detail and strong follow-through to meet deadlines.Receives, 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.Extremely 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.Assists in resolving administrative needs for improvement/problems by coordinating preparation of reports, analyzing data, and identifying solutions working closely with management and human resources.Qualifications:The successful candidate must demonstrate the following:Strong customer orientation and teaming skillsStrong communication skillsSound judgment and decision making to resolve complex problemsManage sensitive and confidential information discreetlySelf-motivated to meet deadlines independentlyStrong understanding and experience in booking domestic and international travelUnderstands department goals and priorities, anticipates needs, and initiates actionManages multiple priorities and re-prioritizes where necessaryMinimum Qualification:Bachelor's degree in Business or a directly related field with 4+ years of administrative support within a large corporate environmentProficient in MSFT Teams from setting up channels, using Chat, and features such as breakout rooms, etc.Proficient with Microsoft Office products: Outlook, Word, PowerPoint, Excel, and SharePoint.