Administrative Assistant 3

• Complex Calendar Management: Scheduling appointments, meetings, and conferences for the leaders you support, managing conflicts and coordinating with other teammates and leaders as required
• Booking Travel Arrangements: Booking flights, accommodations, and transportation for leaders you support, including managing itineraries and necessary documentation
• Planning Meetings and Events: Securing event space as necessary and handling any budgeting, catering, agenda planning, scheduling, reminders, and working with external parties as needed
• Preparing Expense Reports, tracking budgets and purchase orders: Preparing expense reports, tracking budgets, and processing invoices or purchase orders for vendors as required
• Document Preparation & Organization: Producing, editing and reformatting documents and email correspondence; This could include but will not be limited to updating organizational charts, creating high quality graphic and text PowerPoint or Keynote presentations, and/or team session agendas/work session run of shows
• Communications - Under the leader's direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval; May manage distribution lists and send communications on the leader's behalf
• Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with the appropriate stakeholders to organize individual or departmental moves
• Budget Tracking: May assist leader with tracking of expenses
• POs: Create purchase orders
• Special Projects: Assisting with project planning, tracking progress, and ensuring deadlines are met as needed by the team and/or leader you support

Requirements:

• Bachelor's degree in Business or related field; Will accept any suitable combination of education, experience and training
• Minimum of 5 years of administrative work experience required
• Ability to work and communicate effectively with a variety of personalities including senior level executives
• Proven ability to work effectively in a fast-paced, results-oriented, team environment with times of high ambiguity
• Proven ability to organize, prioritize and appropriately handle highly confidential and sensitive information
• Ability to work independently and take initiative to follow-through on requests until completion with high attention to detail
• Previous experience working with and tracking budgets is strongly preferred
• Proficiency in Microsoft Office Suite (MS Outlook, PowerPoint, Word and Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required. Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required
• Ability to occasionally work outside of core business hours