Senior Administrative Assistant

Leadership Team Administrative Assistant

Provide senior administrative support for several members of the Leadership team. Manage executives' calendars that includes scheduling meetings and travel, video conferences, trainings (off-site and/or internal), group events and booking conference rooms.

Book and coordinate travel arrangements, per T&E and Compliance policies, within tight deadlines. Compile itineraries and liaise with regional offices to ensure business trips run smoothly. Organize entry visas for travel when necessary.

Perform administrative support duties, including but not limited to drafting and typing correspondence, making copies, preparing binders, answering and screening managers' phone calls and directing inquiries to the proper party within the team, and maintaining and ordering office supplies.

Prepare meeting materials including assisting with the creation of the presentation, handouts and other related materials, as well as printing, binding and collating of materials.

Coordinate conference/meeting room set-up, order catering, and make logistical arrangements.

Assist with developing and updating PowerPoint presentations, Excel spreadsheets and documents in support of team activities.

Process expense reports and provide general information to incoming calls regarding accounts payable, purchasing, travel policy and expense reporting.

Prepare agenda for senior visitors to site and handle corresponding logistics support.

Coordinate events, including managing vendors as needed for any team activities, arrange lunches and team outings.

Coordinate setup up of new employees and office space as needed.

Help develop and lead department onboarding experience for new employees.

Work directly with IT to support, guide and resolve any executive team desktop/productivity tool issues, such as laptop, mobile phone, video conference equipment, etc.

Support projects as needed for the Leadership team.

Provide back-up assistance to Executive Assistant to the Chief Learning Officer and/or other administrative support team members as needed.

Take initiative outside of job description as business continues to grow and this role evolves.

Requirements

• 4-6 years of experience in a similar role, preferably at a multinational organization. College degree a plus.
• Able to work independently and manage multiple tasks simultaneously with a high degree of accuracy in a changing environment.
• Flexible working hours to adjust to the needs of the business and in consideration of supporting Executives working and travelling globally.
• Discretion combined with poise and professionalism in all communications.
• Must be able to exercise good judgment regarding information which may be confidential.
• Must have excellent communications skills both verbal and written in English, with demonstrated ability to communicate well with colleagues at all levels including senior management.
• Ability to operate effectively and efficiently in a challenging, fast-paced environment.
• Customer service-focused with ability to work collaboratively with others.
• Solid planning, organizational and written and verbal communication skills.
• Expertise using Microsoft products including PowerPoint, Excel, Word and Outlook.
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Exceptional interpersonal skills.
• Multicultural sensitivity is essential including the ability to work effectively as part of a globally dispersed and diverse team.
• Friendly and professional demeanor.
• Ability to recognize potential issues as they arise and escalate appropriately while also demonstrated initiative and a proactive solutions oriented attitude.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, identity, national origin, disability, or protected veteran status.