Position Description

We are seeking an experienced, highly organized Administrative Assistant to support the Communications team. This person will have strong attention to detail, project coordination ability, excellent communication skills, and a passion for working in a collaborative, fast-paced team atmosphere.

Primary responsibilities include:

• Proactively manage schedule, coordinate meetings, presentations, deadlines, and other duties for Communications team members:
• Organize and prioritize calendars in alignment with priorities and matters requiring immediate attention.
• Manage highly complex calendars and rapidly-changing schedules, including ongoing follow-up to confirm or highlight changes.
• Plan and coordinate internal and external meetings, including all related logistics, invitations, and follow-up.
• Partner with meeting host to build agendas and manage meetings, in keeping with firm’s meeting norms.
• Contribute to materials development and distribute to other participants in advance.
• Support program responsibilities of Communications team and provide day-to-day organizational ownership:
• Manage overall Communications Program calendar with input from Communications team members.
• Build and manage Communications Teams channel and other collaboration technology tools;
• Assist broadly in document management, compilation, distribution, and storage.
• Assist with quarter-end administrative processes as directed by team members.
• Assist with reporting on status of key program initiatives at firm-wide level on periodic basis.
• Liaise with other departments around the firm on behalf of the Communications team:
• Organize, prioritize, and follow up on incoming requests.
• Anticipate the needs of the Communications team; be responsive to requests for information from team members and partners within the firm.
• Coordinate various aspects of communication with other departments.
• Collect information, prepare reports, and draft communications as requested.
• Assist in other ad-hoc tasks and projects as requested, which will include support on individual projects.
• Provide general administrative support:
• Back-up and assist other Administrative Assistants and the reception team as needed.
• Update job knowledge and skills by participating in training and educational opportunities, as appropriate.
• Coordinate travel (occasionally as needed) and manage expenses.

Qualifications

Candidates should be intellectually curious, detail-oriented, service-oriented, responsible, reliable, proactive, and team-oriented. In addition, candidates should:

• Have 4-year college degree (preferred). Equivalent job experience may also be considered.
• 5 years of administrative experience supporting a department leader and team, preferably in a public or private company and in a marketing/communications capacity.
• Thrive in a fast-paced environment; be self-motivated and driven.
• Demonstrate strong project coordination capabilities.
• Manage multiple priorities calmly under pressure with ability to reprioritize tasks based on rapidly changing business demands.
• Have fantastic organizational skills and great follow through.
• Take independent initiative within areas of responsibility.
• Anticipate and handle needs, think critically and manage well through ambiguity
• Consistently seek to build skills to improve effectiveness and efficiency.
• Demonstrate high integrity, sound judgment, professionalism and discretion.
• Communicate clearly and concisely with internal and external partners.
• Maintain high proficiency with Word, Excel, PowerPoint, Outlook, Adobe Acrobat, and project management software.
• Enjoy communications, digital and brand and social media projects.

Requirements:

• Dodge & Cox has a 3/2 hybrid work model, and all Dodge & Cox employees are required to be in their assigned office as noted in the job posting Tuesday - Thursday each week, with the option to work remotely on Monday and Friday.