A successful Administrative Assistant possesses structure, attention to detail, quality focus, high energy and flexibility to a high-paced deadline driven organization.
In this role you will need to work well in a team environment, be able to represent the manager / group with professional courtesy and acumen, and deliver flawless work output.
Your daily routine also includes interaction with various executive level internal clients across the lines of businesses.
You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals.
Maintain complex and detailed calendars
Screen incoming calls and determine the level of priority, while using caution in dispensing information
Manage the coordination and logistics of both internal and external meetings
Arrange and coordinate complicated domestic and international travel
Organize all aspects for offsite conferences and external events, including catering and transportation
Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines.
Act as a subject matter experts for policies and procedures
Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
Produce high quality emails and messages to individuals at all levels of the organization
Maintain current organizational charts and Executive Bio’s
Handle regular activities without prompting, and advise in advance with issues or delays
Assist in editing spreadsheets and presentations, including printing and binding, for client meetings
Work cooperatively with the administrative assistants team, in positive partnership to support each other smoothly
Lead and coordinate on ad hoc projects as requested
At least five years of administrative experience, ideally supporting at the Managing Director level (or equivalent) or above
Advanced ability to organize
Tact and good judgment in confidential situations, and proven experience interacting with senior management
Strong interpersonal, written, and oral communication skills
Strong proficiency in Microsoft Office
Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
Bachelor's degree is a plus