Sr. Administrative Assistant, Global Design

JOB SUMMARY

 

This Senior Administrative Assistant position provides direct support to the Snr Vice President, Global Design US & Canada in her dual role leading the US & Canada continent team and guiding the global strategy across all continent Global Design teams.  Responsibilities includes ongoing administrative activities as well as project-based work to contribute with  the department’s objectives. The position requires development of process and solutions, interpretation of internal policies, and serving as a resource to others. The Senior Administrative Assistant makes decisions that may have a measurable impact on the department/division; and the role handles confidential and sensitive material.

 

CANDIDATE PROFILE 

Preferred Education:

• 2 or 4 year degree from an accredited university in Business Administration, Hotel and Restaurant Management, or related major; OR related work experience

 

Required Experience & Skills:

1. Understanding of core administrative processes, e.g. calendaring / schedule management, drafting department communications, managing processes such as expense reports and time sheets
2. Demonstrated ability to quickly develop understanding of, and ability to navigate: department and company mission, functions, organization structure, policies, and procedures
3. Demonstrated ability to use advanced functions of Microsoft Word, Outlook, Excel, and PowerPoint
4. Demonstrated ability to quickly develop and maintain relationships with other administrative/support staff and department leaders

 

CORE WORK ACTIVITIES  

Administrative

• Answers questions and provides standard information pertaining to programs being administered, routine details, and other frequently asked questions.
• Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Gathers data from multiple sources and analyzes information as appropriate.

1. Schedules appointments and meetings or makes travel arrangements for department SVP, evaluating alternatives and making decisions regarding pricing and logistical issues. May support SVP direct reports on occasion for complicated travel or events.
2. Assists with planning and fully coordinates department events (e.g. food and beverage, audio-visual, slides, communication, etc).
3. Assists with agendas, meeting management and following up on action items for leadership meetings and planning sessions.
4. Manages calendar, invites and speaker confirmations for weekly department check ins.
5. Manages and updates department events calendar (e.g. key meetings, birthdays, work anniversaries) and department Teams resource site.
6. Manages office supply ordering and inventories.

• Processes data through automated administrative systems, such as expense reports, accounts payable, payroll and personnel data. Performs research and follow-up necessary to solve problems encountered.
• Performs data entry into various applications and develops databases or spreadsheets as necessary.
• Resolves and determines the urgency level of conflicting priorities. Prioritizes some aspects of the work for the supervisor, such as identifying critical items and ascertaining which items are to be delegated to subordinate managers, handled by the supervisor or handled by incumbent.

1. Identifies areas where new administrative policies and procedures may be necessary within a department. Coordinates with Business Director to develop the new policy or procedure
2. Composes all types of correspondence or documents, many times on behalf of the supervisor. Correspondence may be directed toward outside owners, customers or senior level executives. Typically drafts correspondence under own signature.
3. Supports tracking, management, and organization of department inventory and electronic documents.

 

Supervision Received

• Incumbent receives minimal supervision. Instructions are provided at the beginning of complex projects and sensitive assignments, and the resulting work is generally reviewed at completion. Some work may be distributed without review. 
• Incumbent is responsible for setting priorities and establishing procedures for completing responsibilities. Incumbent may delegate portions of work to others. Incumbent is responsible for resolving and determining the urgency level of conflicting priorities. Incumbent is responsible for prioritizing some aspects of the work for the supervisor, such as identifying critical items and ascertaining which items are to be delegated to s