Respond to inquiries and provide information requiring thorough knowledge of all areas reporting to executive and their business.
Independently resolves routine and most non-routine questions and problems and the ability to work with ambiguity.
Composes non-routine or complex correspondence to respond to requests, explain information, or provide factual information
Provides backup support for other administrative staff
Participates as a collaborative member of the administrative support team and contributes to a positive team culture as well as best practices sharing.
Manages executive’s calendar to ensure all scheduled meetings are met, including a smooth transition between appointments; makes judgement calls on calendar prioritization
Creates agendas and prepares meeting materials
Organizes recurring staff meetings (on and off site), prepares agendas, arranges meeting facilities, and coordinates logistics
Completes special projects requiring moderately complex research and analysis
Resolves administrative issues by coordinating preparation of reports, analyzing data, and identifying solutions
Identifies and implements process improvements within the administrative function
Prepares high-quality, professional presentations utilizing Microsoft PowerPoint
Takes initiative to foresee challenges and actively seeks/provides effective solutions
Ensures timely preparation, processing, and auditing of vendor invoices and complex expense reports
Plans and assists with conference room reservations, confirming IT needs, conferencing, catering, etc.
Coordinates efficient and cost-effective travel arrangements (domestic and international), including flights, ground transportation, hotel accommodations, Visa requirements, and security procedures
Sorts and routes incoming tax and administrative mail to the appropriate person or team for action
Supports US unclaimed property and escheatment processes by gathering documentation, tracking requests, and assisting with reporting and recovery activities
Tracks vendor invoices and follows up on approvals, processing status, and exception resolution
High School Diploma - Techincal Schoolar or related with the field.
Bilingual English-Spanish (used to have communication with non-Spanish stakeholders)
Solid experience handling agenda, business meetings and events organization
Requires 3+ years’ experience supporting multiple executives.
Must be proficient/expert in MS Word, Excel, PowerPoint and Outlook
Ability to pull reports from various systems, consolidate and provide insight on data
Professional executive presence and demeanor with the ability to be assertive while tactful
Ability to prioritize and manage multiple tasks simultaneously and under pressure
Ability to handle highly sensitive and confidential information.
Must have excellent prioritizing and time-management skills
Ability to collaborate with leaders and other administrative professionals across the organization.
Flexibility for occasional overtime and addressing after-hours calls
Must be able to take initiative and demonstrate sound decision-making with minimal supervision.
