The Administrative Assistant supports the administrative needs of select Vice Presidents of the America’ Executive team. Specific responsibilities include: calendar management, travel coordination, expense processing, office management and meeting coordination. This role also collaborates with other administrative assistants and members of the Executive Committee.
Key Accountabilities
Calendar Management:
- Proactively manage daily calendars and resolve scheduling conflicts
- Prepare and maintain master calendar which includes departmental vacation schedules and travel schedules
Travel Coordination:
- Book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations)
- Create travel itineraries
- Prepare accurate expense reports through ExpenseVisor
Communication:
- Communicate and liaise with the team to properly inform calendar and project management
- Create and compile detailed PowerPoint presentations for Senior management and general meetings
General Administration:
- Assist in the logistical preparation for meetings and interviews including reserving conference rooms for VPs, ordering meals, liaising with IT, etc.
- Assist in the organization of files for VPs
- Process invoices through accounts payable / expense visor system
- Support ad hoc project requests
Distribute mail and coordinate shipping with the mailroom
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Qualifications
- 5+ years of previous administrative assistant experience working with high level or multiple executives
- Advanced Microsoft Office skills with an emphasis on Word, Excel and PowerPoint
- Must be discrete due to exposure of highly confidential client information
- Ability to multitask and prioritize workload
- Must have excellent organizational skills
- Strong communication skills
- Ability to work independently
- Former retail environment experience is preferred
Bachelor's degree preferred
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The hiring range for this position ranges from $26.61 - $35.99 per hour. The rate of pay offered will be dependent upon candidates’ relevant skills and experience.