Administrative Assistant - Compunnel : Job Details

Job Summary:Managing the VP's highly detailed calendar and scheduling meetings and conference calls (including staff meetings and meetings with senior management within the Client system as well as external stakeholders and consultants) both domestically and internationally. Coordinating travel arrangements (domestic and international), including the preparation of visa travel documents, as required. Coordinating meetings and external events. Preparing and handling highly confidential and proprietary information. Preparing and reconciling the VP's T&E reports in Concur and P-card as appropriate. Maintaining content, accuracy, and visual organization of files (or informational databases). Organizing, maintaining, and procuring office supplies. Managing, updating, and appropriately communicating departmental documents. Managing departmental projects as assigned. Interfacing appropriately with many internal and external clients and senior executives. Preparing PowerPoint presentations. Answering general phone inquiries in a professional, courteous, and helpful manner and appropriately handling vendor calls and emails. Serving as a resource person by contacting or responding to inquiries. Greeting visitors to the organization in a professional, welcoming, and helpful manner. Other responsibilities as assigned.Key Responsibilities: Managing the VP's highly detailed calendar and scheduling meetings and conference calls (including staff meetings and meetings with senior management within the Client system as well as external stakeholders and consultants) both domestically and internationally. Coordinating travel arrangements (domestic and international), including the preparation of visa travel documents, as required. Coordinating meetings and external events. Preparing and handling highly confidential and proprietary information. Preparing and reconciling the VP's T&E reports in Concur and P-card as appropriate. Maintaining content, accuracy, and visual organization of files (or informational databases). Organizing, maintaining, and procuring office supplies. Managing, updating, and appropriately communicating departmental documents. Managing departmental projects as assigned. Interfacing appropriately with many internal and external clients and senior executives. Preparing PowerPoint presentations. Answering general phone inquiries in a professional, courteous, and helpful manner and appropriately handling vendor calls and emails. Serving as a resource person by contacting or responding to inquiries. Greeting visitors to the organization in a professional, welcoming, and helpful manner. Other responsibilities as assigned.Required Qualifications: A minimum of 5 years of executive administrative experience supporting C-suite and/or senior level executives. Proven track record of managing multiple and competing priorities. Must be highly organized, pay close attention to details, and proactively follow-up. Ability to anticipate needs and issues and act accordingly in addition to exhibiting good judgment. Ability to manage workload in a fast-paced and high-intensity work environment. Must be able to flex schedule to meet work demands (e.g., early mornings, after hours). Must be proficient in Microsoft Office suite (Outlook, Word, Excel). Must have advanced PowerPoint skills and be able to independently create high-quality presentations that include charts, graphs, other visuals, etc. High proficiency using Apple products and systems, including Mac computers, iPad, iPhone, mobile applications, and iOS; proficiency in Adobe Acrobat a must. Must have strong communication, interpersonal, time management, and problem-solving skills. Ability to make clear and timely decisions. Ability to develop a work schedule, set goals, create/implement action plans, and monitor progress. Must display professional maturity and ability to support and interact with all levels of management. Proficiency with business technology (e.g., web conferencing, SAP, portals, etc.). Proficiency in the use of office equipment such as computer, voice messaging, and digital multi-functional devices (fax/copier/scanner/printer). International experience (meeting coordination, booking travel, visa applications, etc.) an asset.Education: Bachelors Degree