Administrative Assistant

The Administrative Assistant will support organizational effectiveness through administrative support of an executive-level finance leader and the Information Technology department. This multi-faceted position interfaces with internal team members at all levels and across all functions of the organization as well as external business individuals and entities.

Primary Duties & Responsibilities:

Administrative Support of Vice President, Finance (50%)

* Provide proactive calendar management for executive leaders including scheduling meetings for the executive leader, or on behalf of the department, which requires the ability to work across multiple time zones, securing meeting rooms or providing link for virtual meetings, ensuring all technology is working appropriately, and alleviating scheduling conflicts that arise.

* Coordinate the organization of departmental documents and resources within the shared drive(s) and SharePoint site ensuring documents and resources are organized and up to date.

* Support required reporting exercises for census surveys, insurance renewals, internal audits, and external audits which will include providing professional and action-inducing communications to solicit data, effective tracking of responses, accurate compilation of materials, digital file organization, and timely submissions

* Collaborate on monthly financial reporting package creation and distribution

* Create purchase orders and process invoices for the finance department

* Serve as the DocuSign administrator for contracts and other financial documents

* Manipulation of raw data from company credit card database into useable, actionable pivot tables

* Support team meeting logistics including scheduling, pre-meeting prep, note taking, catering ordering, and clean up

* Complete travel arrangement and expense administration for department leaders

Administrative Support of Information Technology Department (50%)

* Manage procure-to-pay process, including the creation of purchase orders, tracking of goods receipt, payment of invoices, and inventory management

* Actively track licensed accounts, oversee renewals and manage allocation

* Update and organize department MS Teams site for reference materials and project documents

* Maintain vendor contact lists ensuring complete and up to date information

* Complete basic administrative updates in the IT database (global address list)

* Assist with compilation and dissemination of monthly progress reports

Qualifications (Knowledge, Skills & Abilities):

Minimum

* 3 years of experience providing administrative assistant support to Director/VP-level leaders

* Proficiency with Microsoft 365 programs including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint

* Ability to efficiently prioritize tasks, utilize critical thinking skills, and complete projects with a sense of urgency

* Demonstrate self-confidence and tact in interactions with team members at all levels of the organization

* Willingness to work collaboratively, fostering positive relationships with internal business partners as well as a variety of third-party vendors

* Strong written and verbal communication skills to effectively translate ideas, concepts, and information to completed work product

* Ability to handle sensitive information with discretion and maintaining confidentiality

* Self-motivation with strong attention to detail and the ability to work independently on tasks with minimal supervision

* Strong desire to learn and work within a team environment

Other

* Flexibility to start and stop tasks throughout the day while maintaining productivity

* Work is detail oriented, often with multiple priorities; the environment is deadline sensitive and may be exposed to high-pressure situations

* Notary Public, or ability to obtain once hired, desired