Department Administrative Assistant (Contract)

Provide administrative support to Senior Directors and their staff. Support will include scheduling meetings, expense reporting, travel arrangements as needed Complete expense reports for the senior management team appropriately on a timely basis, including reconciliation of corporate credit statements. Making travel arrangements and detailed travel itineraries as needed. Help with on-boarding of new employees and contractors. Coordinate on-site events for Department needs (working with IT, Facilities, Catering Requests, and approval requests). Support will also include scheduling department meeting invitations, reserve conference rooms for both in-person and remote meetings. Handle correspondence from senior management to other managers, or other admins. Maintaining the current filing and database system and looking for ways to improve or streamline current systems. Works with other administrative staff and supports other colleagues as needed. Arrange daily lunches through a 2nd party vendor for on-site employees and managing access for on-site visitors. Candidate will also support any department requests such as order supplies, approval requests, and other requests.

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  Excellent written and verbal communication.

  
  
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  Good time-management skills, organization skills, and able to prioritize multiple requests.

  
  
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  Ability to pay attention to detail and take notes as needed.

  
  
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  Interpersonal and networking skills.

  
  
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  Ability to work independently and as part of a team.

  
  
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  Ability to meet needs in a timely manner in a fast-paced, constantly evolving environment.

  
  
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  A proactive approach to problem-solving with strong decision-making skills.

  
  
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  Basic understanding of frequently used computer software and programs, such as Microsoft Office.

  
  
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  Professional discretion.

  
  
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  Ability to use creative thinking in coordinating fun social events, exploring new food options, activities, within the budget.

  
  
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  High school diploma or equivalent experience required; Associate's or Bachelor's degree preferred

  
  

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  2+ years experience in an administrative assistant or department assistant role