Administrative Assistant

Primary Roles and Responsibilities :

• Proactively maintain daily calendars for multiple business partners; initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination.
• Manage large, complex meetings at various locations and of various sizes. Assist in the planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed. Facilitate meetings, take notes, and distribute meeting minutes as requested.
• Coordinate and arrange travel for business partners and project teams, including more complex travel (e.g., international, multi‐city travel) for business partners including (but not limited to) air, hotel and rental car in accordance with travel policies.
• Manage business partners’ passport and visa for international travel.
• Process complex expense reports (i.e. multi‐currency) including reconciliation of corporate and personal credit accounts used for business purposes in a timely and accurate manner.
• Create and edit documents, spreadsheets, and presentations.
• Create and maintain group and distribution lists, spreadsheets, documents, presentations, databases, and collaboration sites.
• Assist with administrative tasks in pre‐boarding and onboarding of new employees and/or contractors to the area. Maintain onboarding checklists/materials, order items for new hires, communicate with contract new hires on first day expectations, where to park, etc. Escort new hires to receive laptops, badges, etc.
• Help to maximize team effectiveness by managing priorities and ensuring deadlines are met. Prepare team with necessary materials in advance of meetings, events, and presentations.
• Process invoices and coordinate vendor contract paperwork and serve as point of contact for vendors.
• Facilitate or support team building initiatives and efforts to track, highlight and celebrate important milestones.
• Manage and track documents requiring approvals.
• Maintain an appropriate inventory of office and project suppliers for areas assigned.
• Maintain stock levels of agreed items in an organized area.
• Create shopping carts and purchase requisitions through SAP system.
• Handle additional administrative support or special projects as assigned by area leadership team or project leaders

Qualifications :

• Strong understanding of the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Skype, SharePoint, etc.)
• Excellent communication and interpersonal skills

Additional Preferences:

• 2+ years of experience as an administrative assistant
• Experience with Concur
• Experience with event planning
• Strong Interpersonal and organization skills
• Ability to work independently with a high level of self-management in a dynamic work environment
• Ability to adapt to change and process improvements
• Ability to prioritize and seek guidance when multiple and competing priorities arise
• Excellent written and verbal communication skills
• Must be able to maintain confidential information
• Knowledge of SharePoint collaboration site maintenance