Administrative Assistant

Executive Administrative Assistant

Provide general correspondence, schedule meetings, make travel arrangements and complete expense reports, answer stakeholder inquiries, help manage the business rhythm and perform other duties, as assigned. Proactively manage executive calendars, collaborating with other admins and prioritizing & managing scheduling conflicts. Anticipate needs and troubleshoot and manage complex travel itineraries. Perform complex and diversified administrative functions that require independent decision making and problem solving with minimal direction. Manage conference rooms as needed (including reservations, Video Teleconferencing (VTC), Teams and other IT as necessary). Order and maintain office supply inventory, organize shipments, mail, etc in support of the VP and team. Determine priorities of non-routine situations and will participate and lead miscellaneous projects or initiatives as needed, including providing support to the department staff. May occasionally need to provide assistance outside normal office hours to address an unexpected business issue.

Basic Qualifications:

• Minimum 5 years of progressive administrative support experience including supporting senior leadership / executives
• Proficient with Microsoft Office Suite Outlook including calendar management, Microsoft Word, PowerPoint, Excel, and Teams
• Experience with arranging travel and completing expense reports.
• Knowledge of standard office equipment and technology for both operation and basic trouble shooting (i.e phone, iPhone, computer, laptop)

Desired skills:

• Experience with client
• Ability to work with minimal direction & company/team first attitude at all times.
• Excellent interpersonal skills/ability to interact with all levels of management, peers, government, and other industry personnel in a proficient, courteous, discrete and professional manner
• Well organized and detail-oriented with flexibility and ability to effectively balance the handling of multiple assignments and tasks in a dynamic and fast-moving team environment
• Ability to handle confidential and sensitive information and act in a professional manner
• Willingness to assume increasing levels of responsibilities and have a strong desire for professional continued self-improvement, a professional demeanor and well-spoken
• Ability to anticipate requirements of business leaders