Temporary Executive Assistant Jobs

Our client is seeking a highly organized and detail-oriented Temporary Executive Assistant with experience using Concur. In this role, you will provide administrative support to executives and assist with travel arrangements, expense reporting, and other administrative tasks. This is a temporary position, with the opportunity to make a significant impact during your assignment.

Responsibilities:

1. Travel Coordination: Arrange domestic and international travel for executives, including flights, accommodations, transportation, and visa requirements, utilizing Concur to manage travel bookings and itineraries efficiently.
2. Expense Management: Handle expense reporting and reimbursement processes through Concur, ensuring accurate and timely submission of expense reports, validating receipts, and reconciling expenses in accordance with company policies.
3. Calendar Management: Assist in managing executive calendars, scheduling meetings, and coordinating appointments, considering time zones and availability of all participants.
4. Meeting Support: Prepare meeting materials, agendas, and presentations, and provide logistical support for meetings, including booking meeting rooms, arranging audiovisual equipment, and coordinating catering.
5. Communication and Correspondence: Draft, proofread, and edit various documents, including emails, memos, reports, and presentations, ensuring accuracy and maintaining confidentiality.
6. Document Management: Organize and maintain electronic and physical files, ensuring easy retrieval and confidentiality of sensitive information.
7. Administrative Support: Perform general administrative tasks, such as answering phone calls, managing correspondence, ordering office supplies, and handling mail distribution.
8. Database Management: Maintain accurate and up-to-date contact lists, databases, and distribution lists using Concur and other relevant systems.
9. Confidentiality: Handle confidential information with discretion and maintain a high level of professionalism in all interactions and communications.
10. Process Improvement: Identify opportunities to streamline administrative processes, improve efficiency, and suggest enhancements to Concur usage and other tools.

Qualifications:

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational skills and the ability to manage multiple tasks and priorities simultaneously.
• Ability to maintain confidentiality and handle sensitive information.
• Exceptional written and verbal communication skills, with the ability to draft professional correspondence and proofread documents effectively.
• Flexibility and adaptability to changing priorities and deadlines.
• Proven experience as an Executive Assistant or Administrative Assistant, preferably in a fast-paced corporate environment.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• Proficiency in using Concur or similar travel and expense management systems is essential.
• Professional demeanor and strong interpersonal skills to interact effectively with executives and stakeholders at all levels.
• Strong attention to detail and accuracy in completing administrative tasks.