This position will provide high level administrative executive support to the SVP Communication. Working closely with the team and interacting with all levels at the Company, this position is responsible for using discretion, confidentiality, a good understanding of the business and vocabulary, and a detailed knowledge of the operations, procedures, and people to support the SVP Communications.
Essential Job Functions:
Key responsibilities will include but not be limited to:
Represent the department both internally and externally and interface with staff at all levels with a high level of
professionalism and in a manner that reflects positively on the organization.
Help support and create PowerPoint presentations. Must have excellent PowerPoint skills! Most project support
will come in the form of PowerPoint decks.
Coordinate department contract process from entering information into APUTS to seeing the contracts through
the Legal Department and all required approvals.
Manage Concur expense reports for the team, invoices, and check requests in a timely manner in accordance
with applicable contract payment terms.
Track and report department spending and compare versus budget versus actual monthly.
Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and
providing information and referring non-routine calls to the appropriate staff.
Gather, analyze, and verify information to compose, modify and proofread correspondence, reports, or
presentations. Design general correspondence, memos, spreadsheets, and presentations.
Maintain the daily calendar of meetings, events, and travel to optimize time.
Coordinate and facilitate designated meetings and perform related administrative needs such as, meeting
scheduling, logistical planning, preparing, and circulating documents, capturing, and chasing action items.
Manage general administrative activities such as arranging complex domestic and international travel and
accommodations, preparing, processing, and reviewing expense reports, and arranging logistics and catering for
internal meetings on a cost-efficient basis.
Schedule a high volume of meetings with other senior-level executives and vendors in a global setting across
multiple time zones.
Act as representative of the SVP Communications and the team when corresponding with vendors and other
Coordinate record keeping and document distribution/retention functions for the team.
Create/maintain/distribute effective narrative and data reports.
Perform research and other Communication projects.
Support other executive management staff as directed.
Perform other duties as assigned.
The position requires a combination of skills, attributes, and experience including but not limited to:
Minimum of 5 years of experience working in an executive assistant role supporting senior/C-Level executives,
with experience in a legal environment a plus. (preferred).
Must have excellent Power Point skills.
Motivated to utilize this experience to gain a deeper understanding of Communications and further career in
Intelligent and ambitious – always willing to tackle issues that result in smart, efficient solutions.
Commitment to excellence – perform duties at highest level possible on a consistent basis.
Excellent communicator – able to interact with people at all levels in a confident, professional manner.
Ability to work with sensitive, confidential information.
Team player – has team-oriented experience and approach and enjoys working as part of a team.
Dedicated to meeting the service expectations of the SVP Communications, and other senior executives,
maintaining effective relationships with vendors and consumers by executing deliverables to the highest
Possess a strong business sense, able to decipher and set priorities and make sound judgment calls when needed.
Ability to juggle several tasks at once, prioritize, plan, and manage one’s own time and activities.
Self-starter who has an appetite for learning and is driven to excel and grow and willing to step outside of the job
description to do so.
Takes constructive feedback in stride and incorporates feedback quickly.
Well-organized with excellent attention to detail.
Flexible attitude, hard-working, cost-conscious and results driven.
Committed to the Company and able to positively contribute to the supervisor and the Company’s overall image
Ability to travel with occasional overnight travel as may be required.
Ability to perform physical activities such as reaching, climbing, stooping, twisting, lifting, as might be
Excellent skills in Microsoft Word, Outlook, Excel, and Power Point with experience in Concur and Microsoft
Teams a plus.