Administrative Assistant

Multiple Locations
Required Experience: 0 year(s)
Employment Type: Full-Time
Salary Range: Not available
Posted 12 days ago
Job Description

POSITION SUMMARY:
The Administrative Assistant is responsible for providing administrative support to the GVP as well as department teams. This position requires a high-energy, self-motivated, detail-oriented professional with strong interpersonal, multi-tasking, organizational and technical administrative skills.

PRIMARY RESPONSIBILITIES/ACCOUNTABILITIES OF THE JOB:
Provide general administrative assistance and organization including but not limited to answering phones, scheduling meetings and events, heavy travel coordination, calendar scheduling, distributing mail, filing, copying, faxing, scanning, escorting visitors, sending emails or written correspondence.
Manage and coordinate the GVPs calendar.
Ensure the utmost confidentiality of any data pertaining to those projects and activities of the office requiring such security.
Proactively manages and prioritizes incoming and outgoing communications, including external/internal mail, telephone calls, reports, etc.
Makes travel arrangements for management team (domestic and international) and completes detailed expense reports. Confirms meetings and creates itineraries for trips.
Coordinate and facilitate on-site and off-site meetings, conference calls, and video conferences (including across various time zones).
Creates, formats and edits correspondence, presentations and other reports as required with precision and minimal direction for their area.
Invoice processing for their area.
Files and organizes communications to ensure smooth and timely flow of information in and out of the office. Consolidates information from multiple sources.
Research and compile information from the Internet as required for routine and special projects.
Communicate / interact with personnel and management of all levels and also with external customers / business contacts.
Coordinates all group community service initiatives for their area and prepares quarterly report of activities for management.
Follows up on various activities to ensure closure, completion and deadlines are met.
Manage ordering of office supplies and manages the budget for same for their area.
Maintain email Outlook groups for their area.
Maintain organization charts for their area.
Create and maintain emergency contact lists for their area.
Onboard new hires by coordinating equipment, system access and stationary needs.

QUALIFICATIONS & EXPERIENCE:

Experience: 4-6 years of experience as an Administrative Assistant

Education: Bachelors Degree (or equivalent) preferred

Skills:
Detail oriented and highly organized
Excellent at handling changing priorities; multi-tasking
Possess exceptional time management skills, ensuring efficiency and accuracy in pressured situations
Must be flexible, ensuring availability when needed
Strong prioritization and follow-up skills; strong sense of urgency
Excellent verbal and written communication skills, including ability to draft correspondence with minimal direction .
Must possess exceptional interpersonal skills
Must be proactive and resourceful with all tasks
Proficient with various audio/visual tools such as Jabber, Webex and video conferencing
Strong knowledge of Excel, Word, PowerPoint, and Outlook required
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