Administrative Assistant Jobs

YOU

You want to be an important member of a strong team of other makers who take pride in their work and support each other. As an Administrative Assistant you will be working in a fast-paced environment, managing confidential matters and exercising high levels of discretion and judgment. This position requires a proactive, self-starter who possesses exceptional multi-tasking and communication skills, both oral and written. A high level of professionalism, organization, and flexibility are essential. The Administrative Assistant will also support the leadership team reporting to the SVP. The ideal candidate will resolve competing priorities and work proactively to anticipate the managers' needs. The Administrative Assistant will serve as liaison on behalf of the SVP and/or department.

WHAT YOU'LL BE DOING (% of Time)

• Refer business issues or questions to the appropriate manager for resolution. Follow up to ensure issue or question resolution. Track action items using a follow-up system, tool or process, communicate and report on status. (15%)
• Lead the planning and execution of department meetings, conferences and off sites, and group events. (10%)
• Manage calendars and proactively organize their time as required using expert judgment and discretion. Arrange ongoing/recurring as well as ad hoc meetings & conference calls. Schedule conference rooms, set up audio visual or on-line meeting tools and events. Coordinate & ensure meeting logistics are in place. Manage all travel arrangements for the SVP. (20%)
• Handle administrative tasks including time reporting, organization change requests, rewards and recognition forms, organization chart updates, and emergency lists. Manage the on-boarding process for new IT hires. Maintain and update content on IT intranet website. (10%)
• Perform general office duties such as greeting scheduled visitors, ordering supplies, and responding to requests of the leadership team. Generate and maintain weekly/monthly/quarterly reports for the IT organization including contract list and mobile device reporting. (15%)
• Conduct research, and create original content and presentations from notes or at SVP direction. (15%)