Job Requisition ID #

24WD81945

Position Overview

Provides administrative support to leadership by acting as a facilitator and liaison, handling details of a highly confidential and critical nature to internal and external contacts. Requires in-depth knowledge of company operations, policies, and procedures. Exercises judgment in order to pro-actively address potential problems and ensure an efficiently functioning office.

Responsibilities

• Manages and maintains calendars Schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials
• Coordinates meeting logistics including location and rates. Ensures meeting attendees have appropriate information including directions and maps
• Prepares agendas, takes notes and distributes meeting minutes and presentations. May track action items and communicate status
• Makes business travel arrangements and manages and communicates travel itineraries. May manage travel accounts including mileage cards
• Works closely with Corporate Travel to schedule and change itineraries. May research and obtain travel visas. In some cases, may travel with executive
• Develops and maintains positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature Manages information flow within and outside of division or business unit
• Serve as liaison between corporate office(s) by disseminating key communication pieces and distributing materials
• Maintains confidential material related to employees and company operations. Coordinates new hire processing
• Tracks and records performance on division or business unit goals, track expenditures related to employee rewards programs or coordinate and compile feedback for performance reviews
• Manage executive's email accounts, including monitoring email and responding on behalf of executive when appropriate
• Prioritizes emails for follow up by executive. Direct emails to other parties for response
• Monitors phones and voicemail systems and answers or re-directs calls. Pro-actively escalates issues that need manager's immediate attention
• Maintain email aliases, distribution lists and shared directories, including maintaining permissions
• Manages information by organising and tracking on databases to synthesise and generate reports
• Tracks executive expenses and generates expense reports
• Monitors purchasing software system notifications and approves on behalf of executive if appropriate
• Works with Accounts Payable in order to ensure department bills are paid in a timely manner. May serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management
• Manage budget and departmental costs, including reclassifications as necessary drafts letters, memos and emails
• Responsible for general office administration tasks such as filing, copying, collating/stapling, etc. May work with Facilities department to coordinate space planning for division or business unit
• Create presentations and maintains organization charts. May be responsible for maintaining and updating websites, including building or redesigning pages

• May be required to work outside of normal business hours
• May require minimal travel depending on business needs
• Experience in a similar administrative role
• Excellent administrative skills with attention to detail
• Track record of managing sensitive and confidential information
• "Hands on" approach with good organization skills and the ability to prioritise
• Familiarity with business software such as Microsoft Office (Microsoft Excel, Word, Outlook) and general computer literacy
• Great communication skills, ability to be accurate in communications
• Concentration on results and efficiency in processes
• Some experience of a professional working environment in a fast paced administration team and with cross-functional teams and supporting multisite and international teams