Executive Assistant

Job Responsibilities:

As an administrative assistant, you'll be expected to provide administrative support to senior members of the super department and perform the following duties:

- Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information

- Understand the important clients/colleagues of each manager, take accurate messages, and stay informed of the manager's whereabouts

- Interface with various departments to collect information, respond to requests and obtain services on behalf of managers

- Maintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences

- Plan and organize internal events, event registrations, conference room reservations, multimedia support, and catering requests

- Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)

- Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.

- Create, edit, and format documents using Microsoft Office Suite and Adobe Pro

- Help manage team's shared sites such as Microsoft Teams, SharePoint and other collaborative sites.

- Support organization by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitors and handling all incoming/outgoing mail and packages.

- Assist on ad hoc projects and provide backup coverage for other administrative assistants, as needed Role will require in office attendance at least 3 days/week