Administrative Assistant

Description

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• Provides Advanced admin support to the team leaders. May provide back-up support to other team staff, as needed.
• Responsible for compliance with applicable Corporate and Divisional policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
• Interact with high-level executives and handles confidential or business-sensitive information.
• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Uses and understands MS Office Suite and other business-specific software, including the Corporate Travel and Expense website and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.

• Calendar management, proactively solving conflicts.
• Handling Teams/Zoom and general Telepresence setups and acting as liaison for remote access issues.
• Scheduling travel and processing expense reports.
• Managing correspondence and scheduling couriers as well as preparing FedEx labels and managing shipments.
• Ordering office supplies.
• Processing invoices.
• Meeting/event planning and catering.
• Creating or modifying business documents.
• Preparing presentations from source materials.
• Preparing binders and other large copy requests.
• Requesting publications/articles.
• Onboarding various contracted vendors; and
• Operates with general instruction and some supervision.

• Fully understands assigned tasks and any associated expectations.
• Asks for clarification, as needed.
• Understands deadlines and deliverables; communicates obstacles that prevent completion of deadlines; provides status updates prior to deadlines.
• Demonstrates strong problem-solving skills.
• Accountable and responsible for actions/mistakes.
• Challenges the team to always do better.
• Prioritizes own work, balancing multiple requests for assistance.
• Establishes good working relationships with client areas.
• Builds rapport and trust with others; possesses good listening skills.

• Administrative Assistant
• Calendar management
• Handling Teams/Zoom
• Scheduling travel
• expense reports
• Meeting/event planning and catering

• Recruiter
• Email
• Phone
• Anwesha Mohapatra
• anwesha.mohapatra@collabera.com