Position Overview:

The Administrative Assistant will provide support to the Vice President of Global Public Relations and the broader global PR team. Responsibilities include administrative support, planning and coordinating meetings, conferences and business travel along with other general office responsibilities such as expense reporting and supplies. 

Communication & Coordination 

Calendar - Schedule meetings and ensures that all preparations are made prior to the meeting time. Book conference rooms, arrange dialing instructions, register visitors, order food (if necessary) and have all materials printed and ready for all participating parties – particular focus for senior level steering committee meetings. Event Planning – Assist in logistical preparation of conferences and meetings including selecting the site, finalizing contracts, coordinating the catering, and conference room. Assist in conference material preparation. Travel - Book and prepare comprehensive travel arrangements (for complicated international and domestic itineraries) as needed (flights, hotels, car rentals, reservations, etc.). Presentations - Create and compile detailed Excel and PowerPoint documents for leadership and general internal and external meetings. Contract and PO management – partner with procurement, leadership to help the coordination of contracts and POs. Provide proactive support for ad hoc project and deadlines. First-line contact for the VP ensuring that all inquiries are dealt with discretely and professionally, coordinating meetings, conference calls, etc. Provide professional and confidential representation

Departmental Support 

Support with global editorial tracking, reports and recaps for department and senior leadership. Support managers in working with the larger PR group to achieve departmental goals and foster an environment of collaboration. Initiate and maintain departmental filing, photocopying, ordering supplies. Special projects as assigned. Track departmental vacation schedules, time off and coordinate all time-sheets. 

Fiscal Management

Preparing accurate Expense Reports through Expense Visor Reconciling and processing invoices for key projects

Required Qualifications:

At least 5+ years Assistant experience Excellent verbal and written communication skills and ability to work independently with minimal supervision as well as part of a team Proficient in Microsoft Word, Excel, PowerPoint and Outlook Excellent organizational skills and attention to detail Enjoys working with and supporting others Highly organized, self-starter, strong initiative Ability to work on multiple projects and prioritize workload Resilient, diplomatic, discreet, confidential and trustworthy.  Maturity and discretion to handle confidential matters.  Team player and proactive personality.