Duties



Be part of the team responsible for delivering collaborative services to all of our internal colleagues! This position provides diversified and confidential administrative support to the Managing Director, Voice, Video, Contact Center and Collaboration Engineering. The ideal candidate will be able to work independently with little to no supervision, is exceedingly well organized, flexible and enjoys the administrative challenges of supporting a department of diverse people and programs. Responsibilities include calendar management, planning and executing internal and external meetings, expense report processing, making travel arrangements, and other special project tasks as assigned. The ability to work with staff (at all levels) in a fast- paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert written and verbal communication skills, strong decision making ability and attention to detail are equally important.



Provides administrative support, with the majority of duties being high level administrative tasks, which may include planning/coordinating large events, meetings or conferences, screening inquiries or complaints as well as projects, and space planning. Performs budget preparation, scheduling, reporting and tracking information, a wide variety of complex typing functions, as well as editing and composing correspondence. Work requires initiative and judgment in making decisions and knowledge of department and company policies and procedures. Typically supports Principals, Senior Principals, Directors, Senior Directors, or Managing Directors.



Skills



Heavy calendar management coordination and meeting scheduling (look for opportunities to enhance efficiencies). Make last minute calendar decisions based on priority and business needs using sound judgment.



General office management duties including catering needs, facility needs, ordering of office supplies, scheduling conference rooms, etc.



Meeting planning support (internal and external). Draft agendas, prepare presentations, capture meeting minutes, manage invitations for guest attendees, etc. Must be comfortable with using WebEx and running meetings.



Maintain and coordinate department distribution lists.



Responsible for travel and expense entry by using Concur.



Assist with organizing department events such as offsite meetings, quarterly department meetings, etc.



Partner with peer administrative and executive assistant in a team environment to provide additional support or back up (assist with town hall meetings, updating department organization charts, employee onboarding, etc.).



Great interpersonal skills and drive to perform well



Education



High School Diploma or GED Required



Candidate should have a minimum of 5+ years of experience directly supporting and working with senior leaders.



Advanced level proficiency of Microsoft Office, including Word, Excel, PowerPoint, Outlook and Visio.



Knowledge of SAP Concur and WebEx.



Effective calendar management experience is critical-Outlook preferred.



Represent department using excellent verbal and written communication skills with the ability to maintain confidential information as needed.



Self-starter who is comfortable with both working independently and within a team and possess a strong sense of urgency in a very high-paced environment.



Excellent organizational skills and able to remain focused and execute work with minimal supervision, able to multi-task effectively.



Ability to remain composed and focused in stressful situations utilizing customer centricity skills.