Detailed Description
We are seeking a highly organized and proactive Administrative Assistant to support the Senior Vice President. This role is crucial in ensuring the smooth functioning of the VP’s office and managing a wide range of administrative tasks. The ideal candidate will possess exceptional organizational and communication skills, with the ability to handle multiple tasks efficiently in a fast-paced environment, while maintaining utmost professionalism.
Roles and Responsibilities
Executive Support
- Provide comprehensive administrative support to the VP of Operations, including managing schedules, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, and presentations as needed.
- Handle confidential and sensitive information with discretion.
Meeting and Event Coordination
- Schedule and coordinate meetings, including preparing agendas, organizing materials, and managing logistics.
- Arrange and coordinate internal and external events.
Communication Management
- Serve as a point of contact between the VP and internal/external stakeholders.
- Screen and manage phone calls, emails, and other communications, ensuring timely and effective responses.
- Draft and proofread correspondence and documents.
- Address employee questions regarding expense reports and credit cards in coordination with the finance department.
- Address questions regarding company travel and expense policies in coordination with Human Resources.
- Document Management
- Maintain and organize files, records, and documents, ensuring they are up-to-date and accessible.
- Assist with preparing and tracking reports, presentations, and other documents as required by the VP.
Project Assistance
- Support the VP with various projects and initiatives, including research, data collection, and analysis.
- Track project progress and deadlines, ensuring timely completion of tasks.
- Assist in monitoring time and expense submissions
- Verify expense claims for accuracy and compliance with company policies and procedures.
Coordination with Other Departments
- Collaborate with other departments and teams to ensure smooth communication and coordination on various operational matters.
- Assist in organizing cross-departmental meetings and ensuring follow-up on action items.
- Other duties as assigned by the manager.
Additional Duties
Skills and Experience
- Proactive and fully engaged with a keen sense of initiative.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent organizational skills and keen attention to detail.
- Strong written and verbal communication skills.
- Ability to handle multiple tasks and prioritize effectively.
- Professional demeanor with exceptional customer service skills.
- - Minimum of 1-2 years of experience in an administrative role preferred, preferably in a Human Resources environment.
Minimum Qualifications/Technical and Education Requirements
- Education: High school diploma or equivalent required; an associate or bachelor’s degree in business administration, or a related field is a plus.
- Experience: Minimum of 3-5 years of experience in an administrative role, with a preference for experience supporting senior executives.
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Last updated on Jan 30, 2025