Administrative Assistant III (Hybrid)

Summary:

Responsible for providing administrative support to a VP within the Operations Team. Organizing the workload of the VP and managing multiple tasks simultaneously. This includes compilation and preparation of confidential information relative to business unit operations and future plans and interaction with key persons such as customers and corporate officers on behalf of the VP. This person will work closely with the administrative staff of other departments. It is expected that this individual will demonstrate and maintain a professional manner at all times as this is a highly visible position.

Responsibilities:

• Maintains all administrative support for the department. Provides assistance to the VP and department, in accomplishing special projects assigned to area. Provide some administrative support to VP leadership team members.

• Acts as a liaison between Managers and the VP, and between other functional departments (i.e., Finance, Sales, etc.).

• Ensures smooth flow of daily schedule for the VP while guaranteeing that each team member feels the VP is accessible and values the team's ability to function as a collective unit.

• Manages the VP’s fast paced and complex calendar, prioritize and schedule a wide variety of teleconferences, video conferences, WebEx, internal/external meetings, catering and other events. Prepare corresponding agendas and taking notes as needed.

• Handle travel for VP including scheduling travel arrangement and coordinating travel agendas and briefing materials or presentations.

• Must provide long distance support while VP is traveling, ensure post trip follow up and prepare expense reports.

• Functions independently, making decisions in the absence of the VP with regards to requests, deadlines, follow-up issues, etc.

• Maintains a monitoring system to track all expense activity and reconciles system with actual financial report provided by Finance to ascertain appropriate expenses are reported in individual department accounts properly. Ensures resources are spent in a cost-effective manner.

• Prepares and edits all correspondence, PowerPoint Presentations and reports for the VP, maintaining a high level of quality, accuracy, and confidentiality.

• Receives and reviews incoming correspondence and reports, exercising judgment and discretion in determining routing of such material and bringing important item(s) to the VP's attention.

• Collaborates with other support staff to provide uniform presentations, marketing materials, etc.

• Ensures that other functional group commitments are met and deliverables are received on time.

• Other duties, as assigned

Required Qualifications:

• Ability to multitask and handle multiple interruptions and adjustments to priorities throughout the day, including the ability to perform administrative work for a variety of people in a large department while organizing priorities and meeting deadlines.

• Ability to work independently and make independent decisions in all areas of job performance.

• Ability to schedule multiple weekly meetings with catering, if applicable. Technical expertise for room setup, including video conference calls, WebEx and any other supplies or equipment needed.

• Ability to communicate with diverse individuals at all levels of the company and handle calmly and efficiently in situations ranging from routine to emergency.

• Ability to maintain strict confidentiality, exercising discretion and independent judgment on matters of significance.

• Requires exceptional competence performing note taking and clerical functions.

• Must be organized, reliable and punctual to meet the varying needs of a large department.

• Ability to travel up to 15%

• Bilingual in Spanish, strongly preferred

Education and/or Experience:

• Bachelor’s degree or Associate’s degree preferred or comparable years of experience.

• 5+ years of progressive administrative experience supporting management to the VP level.

• Expertise in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat.

• Must have demonstrated through past job performance the ability to independently organize and administer office procedures and special projects without supervision under pressured circumstances.