Complex Calendar Management: Proactively manages the leader's calendar in a timely and accurate manner. Includes scheduling of meetings and events, resolution of conflicts, recommends meetings and calendar updates/modifies based on anticipation of needs grounded in organizational context.
Meetings and Events: Plan and coordinate team meetings and events of varying sizes and complexity; includes venue selection, ordering catering, tracking expenses, agenda creation, material preparation, A/V resource planning, and coordinating communications to the attendees.
Communications: Under the leader's direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader's behalf.
Travel: Obtain trip approvals, book domestic and international business travel; secure visas, maintain travel profiles
Expenses: Track and submit expense reports, reinforce Policy w/team members
On/Off boarding: Help ensure successful on/off boarding of team members; may include equipment procurement and supply management, space planning, scheduling meetings, assisting with communications and/or helping the leader to remember his/her action items.
Presentations: Produce and/or edit high quality PowerPoint or Keynote presentations
Organization Chart Management: Handle the creation and maintenance of organizational charts as needed
Budget Tracking: may assist leader with tracking of expenses
Support team plans, projects, activations or other deliverables as needed
Serve as the main point of contact for administrative questions from the team
Provide coverage for other leaders where temporary administrative needs exists
KEY CAPABILITIES:
Strong written and verbal communication skills; ability to work and communicate effectively with a variety of personalities including senior level executives
Proven ability to work in a fast-paced, results-oriented, team environment with sometimes high levels of ambiguity and independence
Organize, prioritize and appropriately handle highly confidential and sensitive information Proficiency using required software as well as internal systems
Be a connector - take initiative and seek connection on behalf of other people to solve problems and answer questions
Ability to occasionally work outside of core business hours
Familiarity with Microsoft Suite, Slack, Box, and Concur preferred
EXPERIENCE REQUIRED: • High school diploma or equivalent required • Minimum of 3 years of administrative work experience required
REQUIRED:
3+ years of experience supporting Sr leadership in a large organization
Managing multiple Sr leadership calendars
Scheduling international meetings and time zones, room booking, larger scale meetings