Administrative Assistant

Admin Assistant

Contract at least 3 months with potential for extension

Hybrid / Onsite at minimum 2 days a week.

Must have :

5 years Admin experience

Experience supporting VP level

Excel

Word

Powerpoint

Outlook

Expense management

Position Overview : The Administrative Assistant will provide comprehensive support to a Vice President (VP) and two Associate Vice Presidents (AVPs). This hybrid role requires in-office days that align with the team’s schedule. The individual will deliver advanced administrative support, leveraging a thorough understanding of company policies, procedures, and practices. They will independently manage office systems and ensure divisional procedures are effectively administered. The role involves interacting with various internal and external associates and customers, requiring tact, diplomacy, and confidentiality.

Key Responsibilities :

• Schedule and maintain multiple calendars for appointments and meetings.
• Support and monitor the ongoing administration of department program processes to ensure consistent and timely execution.
• Coordinate travel itineraries and process expenses.
• Respond to questions, requests, and research information, handling complex or confidential issues.
• Collaborate with associates from other departments or divisions to resolve issues.
• Provide functional guidance and training to other associates within the department and across corporate functions, as needed.
• Analyze operating practices and create / revise systems and procedures as necessary.
• Organize and maintain files, record-keeping systems, and office layout.
• Oversee and monitor administrative projects, performing other duties as required or directed.
• Organize meetings, including catering, booking rooms, and follow-up.
• Manage and administer department payroll and timekeeping.
• Provide backup support to other administrative staff.
• Manage and administer various documents and spreadsheets.
• Act as a proxy for certain systems as needed.
• Support meetings, training, and conferences with preparation and logistics.
• Plan and participate in department initiatives such as summits, all-hands meetings, leadership off sites, and team-building events.
• Communicate pertinent information among appropriate departments.