Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Location: Washington, DC - 20001

Duration: 06 Months

Candidate will be required to be onsite: Tues, Weds, Thurs from 10 a.m. until 4 p.m. Offsite Monday and Friday (may be required to be onsite one of these days for urgent meetings as needed)

Job Description: Position Title: Executive Assistant/Operations Manager Client is looking for a team oriented, innovative, hardworking individual to provide a full range of administrative support to Vice President, Global Government Relations and to serve as the Operations Manager for the Government Relations function based out of Washington, D.C.

The position is in person Tuesday, Wednesday and Thursday in the Washington, D.C. GR office with remote work as an option on Monday and Friday

In person presence required when necessary on Monday and Fridays depending on office meetings, events or visits by external or Client colleagues

Key Responsibilities

• Efficiently provide full range of highly skilled and complex administrative duties to the leaders and extended team to ensure objectives, strategies and tactics are accomplished in a timely manner
• Maintain confidentiality with highly sensitive materials and information
• Manage calendars, meeting notices and conference room reservations
• Provide personnel administrative support with responsibilities including travel arrangements and preparation of itineraries, meeting and conference arrangements, preparation of agendas and handouts for weekly staff meetings, and maintaining supply cabinets for the teams.
• Organize, prepare, distribute and file information (electronic and written) to maintain effective communications and information systems
• Support set up, orientation, and onboarding logistic tasks for new hires to the department
• Manage a variety of reporting processes and communications as established or as developed
• Enter on-line requisition and engage with the procurement team in support of materials management
• Maintain solid interpersonal relationships with employees at all levels of the organization, develop and maintain effective business contacts with vendors and services
• Welcome guests to the office, arrange meeting agenda, materials and meals as needed and represent the organization with a high level of professionalism and in an effective and gracious manner
• Work directly with VP on development and finalization of GR budget and liaise with procurement and accounting to enter budget and manage monthly budget reviews
• Serve as the primary representative to accounting and process invoices and membership dues for CLIENT as they pertain to the GR function
• Execute purchasing responsibility for department’s office supplies, computer peripherals and other items
• Serve as principal representative to the building management and with CLIENT’s real estate and property team as it regards CLIENT GR’s office space needs and requirements
• May be required to contribute to projects and activities not included in other principal accountabilities to assist in the accomplishment of business objectives and professional development
• Proactively prepare expense reports for VP and ensure timely submission of expense reports on a monthly basis.
• Maintain a detail oriented approach on expense reporting items and ensure VP expense reports are accurate and in compliance with CLIENT expense reporting practices and procedures.
• Ensure timely and accurate preparation and submission of intercompany billings requests in compliance with CLIENT accounting requirements.
• Ensure accurate and detailed review of intercompany invoice processing including monthly P&L variance analysis, local tax accounting and withholding tax requirements of intercompany transactions.
• Troubleshoot and resolve intercompany invoice processing errors (if any) and perform manual adjustments as required with appropriate supporting documentation.
• With VP guidance, prepare annual budget for GR and ensure accuracy for allocation to various business unit codes for memberships and fees paid for by other business units aside from GR.
• Prepare monthly/quarterly/annual reports and/or analyses for VP review with accounting.
• Work collaboratively with stakeholders to achieve business objectives and efficiently provide the essential support services to the organization.
• Identify and work to improve the accuracy, efficiency and compliance of intercompany invoicing/transaction processes by actively supporting or participating in any system or process improvement activities.
• Ensure the intercompany processes comply with company’s policies and procedures, internal and external audit requirements, and local rules and regulations, and support the strengthening of financial processes and controls.

Key Requirements:

• Bachelor's Degree in business administration, marketing, sales, HR, finance, or a related area or equivalent work experience
• 10+ years of continuous work experience preferably in a professional administrative capacity
• Proficiency in Windows, Word, Excel, PowerPoint
• Accurate typing, filing, record keeping, grammar, spelling written and oral communication skills
• Ability and willingness to work overtime on an occasional basis to meet workload demands
• Professional Assistant Certificate of Excellence is a plus