We are looking for a professional, take-charge Sr. Administrative Assistant / Executive Assistant to keep business operations in the organized, on track and moving forward. Candidates must possess strong communication skills, both written and oral, the ability to multi-task efficiently in a fast-paced environment, and the ability to work autonomously and as part of a team, with initiative, discretion, confidentiality and remain calm under pressure.
Essential Duties and Responsibilities:
Perform administrative tasks such as calendaring, scheduling of appointments, meetings, conference calls, off-site events, catering, travel arrangements and expense reports. Work with cross functional partners to ensure business objectives are met timely and efficiently. Schedule Development leadership, key external-facing and ad-hoc meetings. Ensure that Executive’s productivity is enhanced by managing calendar and schedules. Network with key contacts. Fosters and maintains strong working relationships within all levels of the company, as well as with outside vendors and contacts. This is both an internal and external facing role where professionalism is required. Recommends and implements ideas to improve efficiency and/or cost savings. Prepares and/or modifies internal presentations materials as needed.
Works on assignments that are complex in nature and require considerable judgment, initiative and specialized knowledge to resolve problems and/or develop recommended solutions. Work is completed with minimal supervision, assignments are of the highest quality, and follow-through is impeccable. Prioritizes responsibilities while managing multiple projects.
- Schedule Development leadership meetings
- Coordinate domestic and international travel arrangements, including respective expense reports
- May work on projects and execution of core Development business processes
- Work with procurement and finance to process department purchase requisitions and process invoices
- Participate in Administrative Assistant meetings.
- Coordination/planning of all Development events/activities
- Coordinates agendas, manages meeting minutes, and action items for Sr. Staff Meetings
- Creates and Manages Team Workspaces, including SmartSheet
Minimum Qualification Requirements:
Minimum High School diploma required. An AA and/or a BA/BS degree or other relevant professional certification is a plus. A minimum of 6 years senior level Administrative Assistant experience is required. Must have proven track record of supporting senior level executive. Demonstrated ability to establish priorities and act quickly and professionally. Must be flexible with ability to multi-task assignments. Excellent organizational and problem-solving skills are required.
Excellent verbal and written communication skills are required. Attention to detail and follow through in completing assignments/projects is a must. Able to work autonomously and as part of a team, remain calm under pressure. Thorough knowledge in the use Microsoft Office suite (Word, PowerPoint, Excel, SmartSheet) is required. Outstanding and advanced Power-point skills. Outstanding customer service skills. Demonstrate ability to handle sensitive information, which has tactical and strategic importance. Ability to work independently with discretion and confidentiality. Demonstrated ability to work proactively, establish priorities and act quickly to enhance the productivity of the team.