Senior Executive Administrative Assistant

Job Description

Provides high-level administrative support to global senior leaders, ensuring efficient daily operations through calendar and travel management, coordination of meetings and events, preparation of reports and presentations, tracking of expenses and purchase requisitions, and maintenance of confidential records and departmental controls.

Job Duties

• Supports multiple global senior leaders’ Meeting Calendar including coordination of meeting logistics both remote and in-person ensuring meetings run smoothly.
• Composes routine correspondence ensuring accurate grammar, spelling, and business formats. Sends original and copies of correspondence to designated addressees. Maintains correspondence files.
• Makes travel arrangements and subsequently files expense reports for BU VP/GMs. This involves working with Corporate Travel to arrange transportation and lodging and dining/entertainment as required. Prepare & distribute itineraries.
• Organizes and schedules on-site or off-site meetings as well as department meetings from small meetings to large-scale complex meetings. Ensures that facilities are adequate. Arranges for food and beverages. Maintains a calendar of itineraries and schedules and coordinates business meetings and conference calls.
• Monitors and maintains adequate quantities of office supplies for the staff. Prepares purchase requisitions when inventory levels are low. Selects office products and equipment from vendor catalogues or approved lists of standard office supplies. Monitors invoices to ensure billing charges are appropriate assigns the general ledger accounting code and submits the bills for signature.
• Organizes and maintains departmental records, confidential personnel files, and weekly business reports. Maintains logs and other records to track various departmental operations including personnel attendance and PTO records.
• Assists in creation of management presentations using Microsoft Office (PowerPoint) as needed/requested
• Generate Purchase Requisition for the Department and develop the knowledge on the process to follow and key points of contact in procurement and accounts payable
• Coordinates various departmental activities policies or programs to maintain effective administrative control, which involves maintaining records and logs communicating with various internal and external people. Notifies management of any problems that may arise.
• Assists in gathering documentation relating to HCP Consulting engagements.
• Other duties as assigned.

Job Qualifications

Required:

• Bachelor’s degree or Associate Degree with 2-3 years of office experience.
• Minimum of ten (10) years of administrative experience, in a fast-paced high-level corporate environment as well as Executive area.
• Proficient in Word, Excel, PowerPoint, and Outlook (Office 365).
• Ability to type 70WPM.
• Proficiency using MS Explorer or similar browsers as well as software that is html based (Concur Orbitz for Business).
• Detail-oriented with strong planning, organizational and time-management skills.
• Customer focus with the ability & desire to help the department & our customers problem solve.

Preferred:

• Experience with MS Access is preferred.