Administrative Assistant

Provide all aspects of administrative support to Executive Assitant of  senior officers (Vice Presidents and Senior Vice Presidents), and other department members.  In summary, the Administrative Assistant will  assist in managing the manager’s calendar, communications, priorities and project deadlines. 

Responsibilities will be to assist in the following:Maintain supervisor’s calendars, ensuring that meetings are not double-booked and that meeting details are arranged in an accurate and timely fashion.Screen communications to supervisor as required.  May include monitoring e-mail and correspondence to determine priority and perform appropriate action; monitoring voicemail messages to ensure appropriate prioritization and response.Arrange all travel reservations, including airfare, car service, hotels, etc. Prepare and submit expenses for reimbursement.  Also responsible to serve as a contact for clients and business partners while the manager is absent or out of the office or traveling.Manage the office to assure items and correspondence are appropriately prioritized and responded to efficiently, including maintenance of the central filing systems and the contact database as appropriate.Ensure communications in all forms (presentation, written, email, oral) are accurate, clear and grammatically correct.  Work on special projects and perform other duties as assigned.Provide back-up support and assist other officer’s assistants and the receptionist as needed. Knowledge of advanced Microsoft Office, particularly Outlook, Word and Excel. Exceptional attention to detail, solid proofreading skills, and strong organizational skills.Ability to prioritize and multi-task in a dynamic and fast-paced environment.  Organize and order breakfast/lunch for meetings.Ability to remain calm under pressure is critical.  Must have a solid sense of integrity and the ability to manage confidential and time sensitive information.

The ideal candidate will be highly reliable and will possess: Excellent interpersonal and client service skills to effectively interact with all levels of employees, business partners and clients.Extremely high level of professionalism.Strong written and verbal communication skills.Ability to prioritize and communicate.Eagerness to learn about the industry and to make a contribution to the organization.College degree or equivalent, two to four years related experience preferred.Project a polished professional appearance.Proactive, energetic, resourceful and personable.Desire to be a team player.