What are the responsibilities and job description for the Administrative Assistant position at Constellis?
Position Summary
Reporting to the VP, Special Projects, the Administrative Assistant plays a critical role in maintaining the smooth function of the Special Projects team. Plans, directs, and coordinates administrative support services to senior management team.
Responsibilities
Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.
Work is typically based in a busy office environment and subject to frequent interruptions. Business work hours are Monday-Friday from 8:00 am to 5:00 pm.
Reporting to the VP, Special Projects, the Administrative Assistant plays a critical role in maintaining the smooth function of the Special Projects team. Plans, directs, and coordinates administrative support services to senior management team.
Responsibilities
- Answers telephones, handles calls, and routes to appropriate individuals
- Ensures customers, vendors and employees are handled in a professional and courteous manner both on the telephone and in person
- Effectively manage and execute a wide variety of tasks including, but not limited to: managing Vice President, Special Projects and other executive and/or senior leaders team calendars, organizing domestic and international travel, coordinating meetings and events, and preparing presentations, as requested
- Assists with the completion of expense reports
- Prepare read ahead materials and review schedules in advance of each day
- Participate in meetings as required, prepare confidential meeting minutes and track actions
- Coordinate corporate events such as offsite training and town halls
- Support employee morale functions in conjunction with Human Resources
- Serve as project leader for special initiatives as assigned by the VP, Special Projects and/or Sr. Executive Assistant
- Prepares confidential correspondence, reports, and other complex documents
- Manages responsibility for archiving, records retention, data backups, and confidentiality of records
- Maintains an environment that fosters high performance and professional development
- Support compliance efforts
- Other duties as assigned
- H.S. Diploma
- Must have an active US Secret level clearance with a Top Secret/SCI preferred
- Minimum of 3 years of related experience in a similar role with demonstrated analytical skills
- High level of effective interpersonal and communication skills, with ability to correspond with senior level clients, leaders, executive and others verbally and in writing
- Must have strong working ability with MS Office suite and file administration using Sharepoint and other software
- Desired skills include familiarity with Deltek, Concur and ADP
- Ability to make administrative and procedural decisions on sensitive and confidential issues
- Have the ability, willingness, and initiative to organize and lead collaborative efforts among a wide range of individuals and departments
Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.
- Medical, Vision & Dental Insurance
- Paid Time-Off Program & Company Paid Holidays
- 401(k) Retirement Plan
- Insurance: Basic Life & Supplemental Life
- Health & Dependent Care Flexible Spending Accounts
- Short-Term & Long-Term Disability
- Personal Development & Learning Opportunities
- On-the-job Training, Skills Development & Certifications
- Employee Referral Program
- Corporate Sponsored Events & Community Outreach
Work is typically based in a busy office environment and subject to frequent interruptions. Business work hours are Monday-Friday from 8:00 am to 5:00 pm.
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