Non-Executive Admin Administrative Assistant II

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Description

This role will provide administrative support for several Vice Presidents in the Finance Corporate Function team. The successful candidate will help manage and organize changing priorities, fostering strong partnerships, collaboration, and discretion.

Must be comfortable working with a variety of stakeholders in a fast-paced environment. A professional and positive demeanor is essential. Partner with other Administrative Assistants to effectively manage, organize, and prioritize a broad range of business activities.

Responsibilities

1. Manage complex calendar appointments and meetings in Outlook, ensuring effective planning and conflict resolution.
2. Arrange domestic and international travel, including visas, agendas, and itineraries.
3. Facilitate workshops, meetings, and trainings; handle document preparation and venue coordination.
4. Perform general administrative duties: procure supplies, manage mail, answer phones, maintain files, and prepare presentations.
5. Interface with internal and external stakeholders, including senior executives and vendors.
6. Coordinate with other assistants to manage meeting logistics and room setups.
7. Handle documents requiring signatures and follow up on communications.
8. Manage T&E and Corporate AMEX expenses via Concur system.
9. Track and document PTO, update team org chart monthly.
10. Organize shared areas and maintain office supplies.
11. Maintain confidentiality and demonstrate professionalism at all times.
12. Perform other duties as assigned.

Qualifications

1. College/University graduate.
2. Minimum 5 years of administrative or business experience.
3. Ability to multitask in a high-volume environment.
4. Excellent interpersonal, communication, and organizational skills.
5. Proficiency in Microsoft Office, Teams, and Zoom.
6. Proactive, discreet, and able to anticipate needs.
7. Professional demeanor, calm under pressure, committed to excellence.
8. Effective in collaborative environments and with all management levels.
9. Results-oriented and timely in completing tasks.
10. Handle sensitive information with discretion.

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