Administrative Assistant Jobs

Position Summary

The Administrative Assistant will support the Sr. Director, Director, and Sr. Leadership team with daily administrative duties and beyond. The ideal candidate will be organized, energetic, proactive, and passionate. The Administrative Assistant will also be responsible for managing the coordination of all internal and external events with seamless planning and execution. This candidate will also manage the day-to day calendar for executives, be able to work under pressure, and have the willingness to go – at times- above and beyond their outlined duties.

Essential Duties & Responsibilities

• Plans logistics for multiple onsite and offsite meetings and/or events per year – includes lodging, transportation, catering, team-building activities and on-site support
• Complete and submit expense reports timely
• Assists with special projects as assigned by Executives
• Help the Executive’s team with tasks as needed
• Be able to support more than one Executive when needed
• Coordinates and arranges meetings, prepares agendas, reserve and prepares facilities, and when needed, takes meeting notes
• Coordinate travel and create travel itineraries for Executives
• Prepares outgoing emails to executive’s organization
• Willingness to be flexible in staying late and working at offsite events if needed
• Responds to sensitive and highly confidential information with discretion and professionalism
• Compiles information and creates presentations in Microsoft Power Point/ Keynote if needed.
• Update team/department on company housekeeping items
• Maintain and prioritize the Outlook Calendar on daily, weekly and monthly basis – avoid meeting overlaps, be protective of executive’s time
• Be able to pull reports, articles, company information, etc.
• Work with DH Administrative Assistants and other department leadership to schedule meetings, align executives’ calendars, coordinate events, and stay up to date on what is
• Organizes and maintains file system, files correspondence, and other records.

• Help team onboard new teammates
• Orders and maintains all supplies for onsite or offsite events and arranges for equipment if needed with outside vendors for events.
• Other duties may be assigned
• Point of contact for all internal and external events

Qualifications (Knowledge, Skills & Abilities)

• Have knowledge around basic IT items
• Enjoy working and connecting with people at all levels of the organization and solving problems on behalf of the Executive.
• Need to be proactive
• Organization is key
• Have an open mind, and know that this job can go beyond being an assistant
• Willing to go above and beyond
• Need to have good judgment for when you need to make decisions on behalf of your Executive and when deciding what to prioritize
• Be able to network in company, and make strong connections amongst cross functional teams
• Know that you will be working outside of “standard” working hours
• Be able to interact with Executives and DH Teammates on a professional and personal level
• Able to work in a fast-paced environment with the ability to multi-task and remain calm under pressure.
• Attention to detail mindset
• Must have a positive attitude
• Flexible with change and able to shift gears quickly.
• Must possess a service-oriented mindset
• Listen effectively and clarify information as needed
• Strong Communication skills- able to express facts and ideas in writing in a clear, convincing, and organized manner

Education And / Or Experience

• Bachelor's degree from a four-year college or university; or equivalent combination of education and related experience.
• 3-5 years’ experience working in a professional business environment

Other Requirements

Relocation

No Relocation Provided