Administrative Assistant - Americas

The Administrative Assistant supports the administrative needs of select Vice Presidents of the America’ Executive team. Specific responsibilities include: calendar management, travel coordination, expense processing, office management and meeting coordination. This role also collaborates with other administrative assistants and members of the Executive Committee.

 

Key Accountabilities

Calendar Management:

• Proactively manage daily calendars and resolve scheduling conflicts
• Prepare and maintain master calendar which includes departmental vacation schedules and travel schedules

Travel Coordination:

• Book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations)
• Create travel itineraries
• Prepare accurate expense reports through ExpenseVisor

Communication:

• Communicate and liaise with the team to properly inform calendar and project management
• Create and compile detailed PowerPoint presentations for Senior management and general meetings

General Administration:

• Assist in the logistical preparation for meetings and interviews including reserving conference rooms for VPs, ordering meals, liaising with IT, etc.
• Assist in the organization of files for VPs
• Process invoices through accounts payable / expense visor system
• Support ad hoc project requests
• Distribute mail and coordinate shipping with the mailroom

 

Qualifications

• 5+ years of previous administrative assistant experience working with high level or multiple executives
• Advanced Microsoft Office skills with an emphasis on Word, Excel and PowerPoint
• Must be discrete due to exposure of highly confidential client information
• Ability to multitask and prioritize workload
• Must have excellent organizational skills
• Strong communication skills
• Ability to work independently
• Former retail environment experience is preferred
• Bachelor's degree preferred

 

​​​​​​​The hiring range for this position ranges from $26.61 - $35.99 per hour. The rate of pay offered will be dependent upon candidates’ relevant skills and experience.