Administrative Associate Jobs

About the Role:

This is a fully remote position working Eastern Standard Time (EST) hours. This position performs a variety of administrative assignments that supports the overall functions of the CEO, President, and members of leadership, as assigned. Responsibilities include managing very busy and heavy calendar management with frequent changes needed across multiple time zones, travel scheduling and planning, meeting and event preparation, and heavy expense report administration in Concur.

Core Responsibilities: include the following. Other duties may be assigned.

· Independently and proactively manages the daily activities and priorities for assigned executives, including management of email and correspondence, screening calls, responding to inquires/requests, and drafting responses as necessary. Schedule, arrange, and facilitate conference calls and virtual meetings as necessary to support assigned executives. Communicates often and regularly to align expectations and ensure satisfaction.

· Manage and maintain calendars and schedules for assigned executives, including arranging meetings, ensuring adequate preparation for meetings, recording meeting minutes, and distribution of action items as necessary. Works fluidly in a remote/virtual position, taking ownership for communication and delivery.

· Arrange and manage travel schedule and logistics (flight, ground transport and hotel reservations) for assigned executives and assist in the coordination of VIP visitor accommodations, special travel needs, and hotel arrangements as requested.

· Review and submit travel and business-related expenses for assigned executives ensuring accurate and timely processing of reimbursements in accordance with company policy for documentation. Reviews expenses against statements to ensure that all expenses are reported timely and processed.

· Acts as administrative second level approver for teammates expenses, ensuring that company policies are followed and that expense reports are clean, with no duplication or other errors. Supports teammates and teaches them established procedures and expectations.

· Maintain and ensure the integrity of corporate documents, materials, and records.

· Prepares presentations and other documents as requested by the assigned executives. Works collaboratively with Marketing and other stakeholders in the delivery and preparation of presentation materials on behalf of assigned executives.

· Assists assigned executives with business/personal affairs. Having availability and flexibility outside of normal business hours in support of assigned executives needs Inclusive of mornings, nights, and weekends when needed. This role works across multiple time zones. Manages season tickets delivery to clients and guests, timely and accurately. Overcommunicates to stakeholders to ensure that needs are met.

· Prepare general correspondence, documents, and presentation materials to support internal and external meetings and events. Works with stakeholders and ensures delivery and deadlines are met, in alignment with leadership team priorities.

· Marshalls appropriate resources, leveraging effective communication and collaboration to meet the varied needs of key stakeholders. Ensures that communication and delivery are in alignment with our best practices and culture.

· Managing general office operations such as: coordinating visitor logistics, assisting with internal office communications, and other duties as assigned.

· Provide ad hoc administrative support to other leaders and teams as needed.

· Other administrative duties and project work may be assigned as needed.

Skills Needed:

• 5+ years of previous experience successfully supporting senior leaders in an administrative support capacity. Ability to anticipate the needs of assigned executives and proactive nature to resolve issues timely.

• Bachelor’s degree in a business-related discipline or related work experience

• Extensive experience and expert level expertise in MS Office Suite, especially MS Teams and MS Outlook.

• Experience with expenses, expenses report management for busy executives required. Expertise using Concur preferred.

• Excellent partnership, collaboration, and influencing skills. Ability to understand multiple perspectives and support solutions.

• Ability to be proactive and anticipate the needs of the executives and their leaders. Flexibility to adapt to varying leadership styles and expectations.

• Exceptional communication, negotiation, and presentation skills.

• Skilled at listening to needs and translating them into workable solutions.

• Ability to probe for additional detail and to identify root cause or unstated needs.

• Creative thinking skills.

• Strong organizational skills and highly developed ability to multi-task effectively.

• Highly adaptable and capable of working in a very fast-paced, dynamic environment.

• Self-starter, independently driven to succeed.

• Approximately 10 % travel required.

• Demonstrated ability to work extra hours – including nights and weekends.