Administrative Assistant (On-Site)

Detailed Description

We are seeking a highly organized and proactive Administrative Assistant to support the Senior Vice President. This role is crucial in ensuring the smooth functioning of the VP’s office and managing a wide range of administrative tasks. The ideal candidate will possess exceptional organizational and communication skills, with the ability to handle multiple tasks efficiently in a fast-paced environment, while maintaining utmost professionalism.

Roles and Responsibilities

Executive Support

• Provide comprehensive administrative support to the VP of Operations, including managing schedules, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations as needed.
• Handle confidential and sensitive information with discretion.

Meeting and Event Coordination

• Schedule and coordinate meetings, including preparing agendas, organizing materials, and managing logistics.
• Arrange and coordinate internal and external events.

Communication Management

• Serve as a point of contact between the VP and internal/external stakeholders.
• Screen and manage phone calls, emails, and other communications, ensuring timely and effective responses.
• Draft and proofread correspondence and documents.
• Address employee questions regarding expense reports and credit cards in coordination with the finance department.
• Address questions regarding company travel and expense policies in coordination with Human Resources.
• Document Management
• Maintain and organize files, records, and documents, ensuring they are up-to-date and accessible.
• Assist with preparing and tracking reports, presentations, and other documents as required by the VP.

Project Assistance

• Support the VP with various projects and initiatives, including research, data collection, and analysis.
• Track project progress and deadlines, ensuring timely completion of tasks.
• Assist in monitoring time and expense submissions
• Verify expense claims for accuracy and compliance with company policies and procedures.

Coordination with Other Departments

• Collaborate with other departments and teams to ensure smooth communication and coordination on various operational matters.
• Assist in organizing cross-departmental meetings and ensuring follow-up on action items.
• Other duties as assigned by the manager.

Additional Duties

Skills and Experience

• Proactive and fully engaged with a keen sense of initiative.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational skills and keen attention to detail.
• Strong written and verbal communication skills.
• Ability to handle multiple tasks and prioritize effectively.
• Professional demeanor with exceptional customer service skills.
• - Minimum of 1-2 years of experience in an administrative role preferred, preferably in a Human Resources environment.

Minimum Qualifications/Technical and Education Requirements

• Education: High school diploma or equivalent required; an associate or bachelor’s degree in business administration, or a related field is a plus.
• Experience: Minimum of 3-5 years of experience in an administrative role, with a preference for experience supporting senior executives.