This position is responsible for providing a full range of administrative support to Directors and/or Senior Managers (exceptions may be made if an employee’s scope/span of control is significantly greater) and their staff of at least 35 employees. The Administrator will manage their calendars, meeting and travel schedule and associated arrangements, expense and time reporting, and other responsibilities to relieve the directors and/or senior managers and their staff of administrative details and allow them to concentrate on other business activities. The Administrator is expected to demonstrate poise, initiative, trustworthiness, timeliness, precision, and adherence to confidentiality at all times.
Key Responsibilities:
• Collaborates with others to improve processes and procedures.
• Communicates professionally and effectively with employees and customers.
• Discretely accepts and screens calls, connects callers with appropriate staff, and follows up as needed.
• Enters, formats, and proofreads inputs into Excel Spreadsheets, PowerPoint, and Word documents.
• Greets internal and external customers.
• Maintains strict confidentiality in all matters.
• Manages frequently changing schedules and appointments as well as coordination of projects and tasks.
• Prepares meeting agendas and compiles materials for use in meetings, discussions, and presentations.
• Builds collaborative relationships, internally and externally.
• Drafts, proofreads, and finalizes written correspondence ensuring accuracy.
• Obtains data from various sources, analyzes data and information, and prepares reports as needed.
• Plans local, domestic, and international travel arrangements maintaining awareness of any security processes for international travel.
• Prepares expense reports for travel reimbursements to ensure timely filing.
• Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, meetings to include reserving rooms, preparing for the event, and coordinating with on-site facilities and information technology experts.
• Works on assignments of moderate difficulty and complexity requiring judgment in resolving issues.
• Assists the Senior Managers and/or Managers and their staff’s calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff.
• Handles complex inquiries and refers more complex inquiries to appropriate offices.
• Monitors external/internal communications, and addresses communications in an expeditious manner, bringing critical issues to the Directors and/or Senior Manager’s attention.
• Prioritizes and coordinates the Directors and/or Senior Managers and their staff’s calendars and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff.
Knowledge, Skills & Abilities:
• Ability to work both independently and as a team member.
• Ability to work effectively with a geographically dispersed and frequently virtual team.
• Ability to work with minimal supervision, instruction, or guidance.
• Applies discretion when dealing with sensitive information/situations.
• Solid understanding of the general and technical aspects of the job and the company.
• Solid interpersonal skills and a professional demeanor in interacting with a wide variety of people.
• Solid organization and time management skills, attention to detail, and ability to multi-task high priorities.
• Contact with internal and external co-workers, managers, directors, executives, and administrative staff; external customers.
• Develops procedures to ensure consistent work performance.
• Effectively and efficiently works within time constraints and adjusts to changing circumstances.
• Follows procedures to ensure consistent work performance.
• Solid interpersonal skills and a professional demeanor in interacting with a wide variety of people.
• Highly proficient with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Highly proficient with Concur Travel tool.
• Must demonstrate good writing and editing skills, vocabulary, and grammar.
• Must have current information technology skills and experience.
• Self-starter who can work independently, with or without established procedures.
• Should have strong attention to detail and a penchant for accuracy.
