Executive Administrative Assistant

This Senior Administrative Assistant position will provide administrative support to one or more Executive Officers and their teams in the Technology Department.

The ideal candidate must have strong organizational, verbal and written communication skills, be flexible and agile as priorities change, work effectively with other administrative assistants and be able to handle confidential information responsibly.

Responsibilities include -

• Manages VP calendars to help balance and prioritize demands on time and focus, including handling of last-minute scheduling conflicts.
• Provide administrative support to the team (attendance, ordering supplies, coordinate, and schedule meetings) and prepare meeting materials and presentations, and follow up on meeting action items.
• Event coordination and special projects: Plan and coordinate internal and external events, meetings, and conferences. Manage special projects and initiatives as assigned by executives.
• Manage expense reporting: Reconciles travel expenses as well as process other expenses.
• Maintain organization charts
• Provide back up support to technology assistants
• Assist HR and all divisional people managers with on-boarding for new employees.
• Manage secure and sensitive information.
• Other administrative duties as assigned.

Administrative Skills:

• Proficient with Microsoft Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Strong organizational skills and ability to multitask.
• Attention to detail and problem-solving skills
• Ability to work independently with minimal supervision.
• Professional demeanor and ability to maintain confidentiality.

Required Qualifications:

• Demonstrates a strong sense of urgency.
• Possesses a clear understanding of priorities.
• Must be discreet in handling confidential information.
• Must be a team player.
• Minimum of 5-7 years of experience in an administrative support role, with at least 3 years supporting senior executives.

Key Competencies:

• Interpersonal Skills: Ability to build and maintain positive working relationships with internal and external stakeholders.
• Time Management: Efficiently manage time and prioritize tasks to meet deadlines.
• Flexibility: Adapt to changing priorities and handle unforeseen challenges.
• Initiative: Proactively seek out opportunities to support the executive team.