Public Affairs Administrative Assistant

Job Description

Position Summary

Reporting directly to the Senior Vice President, Global Public Affairs the Administrative Assistant provides administrative support to the SVP and other members of the Public Affairs team as needed. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Public Affairs team, including as liaison to senior management teams, employees, and relevant external partners. The Administrative Assistant must be creative and enjoy working within a fast-paced, entrepreneurial environment that is both culture and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with professionalism and discretion.

This role is eligible for location in our Rochester, NY and Washington D.C. office.

Responsibilities

Executive Support:

• Completes a variety of administrative tasks including: proactively managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• Works with SVP and Finance team in preparing Public Affairs annual budget and assures accurate accounting throughout the year.

• Plans, coordinates and helps manage the SVP’s schedule, ensuring it is adhered to. Plays "gatekeeper" and "gateway" role, helping prioritize access to the SVP and creatively managing the meeting calendar as needed.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the SVP, including those of a sensitive or confidential nature.

• Works closely and effectively with the SVP to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

• Provides administrative support to members of the Public Affairs team as needed, including tasks related to scheduling, expense reports, travel coordination, and processing invoices / vendor payments.

• Collaborates with internal and external partners as needed to ensure projects are completed in a timely manner.

• Operate in accordance with company values and serves as an ambassador of the company’s brand.

Minimum Qualifications:

• Bachelor's degree preferred.

• 5 to 8 years of experience supporting Senior Leader. Working with a corporate leader in Washington, DC a plus.

• Highly motivated individual with strong interpersonal skills and a self-motivated drive.

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Concur, Ariba, WebEx.

• Experience managing the schedule and contacts of a busy senior leader (i.e., considers time zones, travel time, meeting location, etc.)

• Experience reconciling invoices and completing expense reports.

• Organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Ability to build positive and collaborative working relationships with stakeholders, including staff, company executives, peers, and external partners.

• Expert level written and verbal communication skills.

• Resourceful, self-sufficient, forward-looking thinker with demonstrated proactive approaches to problem-solving with strong decision-making capability.

• Proven ability to handle confidential information with tact and discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responsiveness.

Preferred Qualifications:

• Expert in Microsoft Office

• Available and willing to work extended hours per day or per week, including weekends and holidays to meet business needs as warranted.

Physical Requ