GMA Executive Administrative Assistant

Job TitlePay: $56.5 per hourResponsibilitiesCalendar Management – Diligent, pro-active management of complex agenda and setting of meetings across all time zonesSchedule, track client meetings and support, including Board and Regulatory meetingsDomestic and International Travel arrangements, expense claims, expedited travel servicesCoordinate and effectively manage Microsoft Teams video conferences and weekly team-wide callsPreparation and coordination of departmental meetings, events, and Town Halls.Creating, editing and preparing emails, organization charts and presentations.Managing logistics/schedules for visitors and supporting senior executives during their visits.Management of incoming and outgoing communicationsMaintain and create e-mail distribution lists in OutlookCompletion of any reasonable projects or tasks, as requested by management.The staff member will make use of several application systems including:iValua/MyPortal– Supplies and IT Procurement.MyIAM – Approve Identity & Access Rights to various platforms on behalf of ManagerConcur – Travel scheduling, expense reporting, and review of Manager's direct reports expense submission for approval.OutlookMicrosoft Office SuiteAdministrative and Organizational SupportManage scheduling and calendar management for executives.Arrange travel arrangements, accommodations, and itineraries.Prepare documents and presentations for board or client meetings.Maintain records and ensure confidential files are organized.Handle expense reports and budget tracking.Communication and Relationship ManagementAct as the first point of contact for internal and external stakeholders.Draft and edit emails, letters, and correspondence with strong written communication skills.Coordinate information flow between departments to maintain clarity and alignment.Project and Workflow CoordinationOversee multiple projects simultaneously and track progress toward milestones.Assist with event planning and team initiatives.Improve workflow efficiency through organization and clear prioritization.QualificationsProficiency in Microsoft Office (Outlook) and other productivity tools (iValua/MyPortal– Supplies/Concur and IT Procurement).Experience with project management and expense reporting software.Competence in calendar management, travel arrangements, and administrative support systems.