Administrative Assistant

Overview of the Position: Manages diverse administrative functions for a large, complex department / business unit. Responsibilities include:

 

• Administrative support including telephone, screen email, copy/faxing/filing, meeting preparation, distribution group and organizational chart management, office supplies, etc.

 • Usually relieves management of administrative details; gathers, compiles and reports information relevant to/for department;

 • Coordinates schedules for corporate level executives (scheduling and re-scheduling meetings/appointments, preparing/gathering presentation materials, travel etc.)

 • Performs travel reservations, including International/Visa requirements, and process travel/expenses

 • Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive

 • May be involved in exposure to sensitive information, and must use considerable tact, diplomacy and judgment

 • Event Management, including Town Halls and misc. events 

• Other Ad Hoc business requests / activities as necessary 

Required: 

• 2-5+ years of experience as an Executive Assistant 

• Calendar and meeting management 

• Excellent communication skills. Ability to manage multiple phone calls in a professional manner

 • The ability to interact effectively within a multi-disciplined team, across multiple locations and to interact with senior level executive audience.

 • Significant time management, organization, multi-tasking, attention to detail, and prioritization skills

 • Strong computer proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook, Visio)

 • Proactive and anticipatory work ethic 

• Flexibility in work schedule, to begin day early and/or finish late, availability on as-needed basis

 • Ability to take on new responsibilities and work effectively under pressure and time constraints

 • Familiarity with travel reservation process and systems 

Desired: 

• Executive-level support and/or support for multiple executives 

• Advanced administrative and analytical skills. 

• Business Support experience 

• Financial services support experience 

• Intellectually curious 

CzariaAbaloyan

314-942-5489/czaria.abaloyan(at)collabera.com