Executive Assistant
The Executive Assistant will be responsible for leading the administrative support for the Total Rewards, HR Operations, Training and HR Field teams. S/He will be responsible for the day-to-day organization and coordination of the department operations, procedures and resource management to facilitate organizational effectiveness and efficiency.
The incumbent in this role should have strong attention to detail, excellent communication and organization skills, strong familiarity in Microsoft Office Suite and Outlook, and be accustomed to working in a fast-paced environment. This role will report to the VP, Total Rewards and HR Operations.
Key Responsibilities
Responsible for day-to-day support activities, including, but not limited to:
Calendar Management: Manage the schedule and calendar for two executive leaders, and as needed, department and team meetings. This includes coordinating meetings with internal and external stakeholders, including Advance’s Board of Directors. Work to avoid conflicts on calendar and ensure prioritization of scheduling based on direction from executive leaders and key functional priorities.Meeting Management: Prepare meeting agendas and coordinate the distribution of materials to meeting participants. Attend meetings, as needed, to take notes and coordinate follow-ups. Follow up on action items as needed with key stakeholders to ensure progress is made on key deliverables.Travel Arrangements: Prepare and make travel arrangements for executive leaders. Ensure all details of travel are arranged, including flight, hotel, car and meals.Program Support: Provide administrative support for Advance’s Relocation Program, leadership and development programs and team development, as needed. Expense Reporting: Create and process Purchase Orders and ensure timely and accurate vendor payments. Reach out to vendors to provide updates as needed.Department Support: Support team by ensuring distribution of functional and/or organizational information. Ensure onboarding of new team members. Provide project support for more significant department projects. Payroll Check Printing: Print and arrange distribution of paper checks bi-weekly and as needed.Skills and Behaviors
Experience in providing administrative support to an onsite and remote team.Ability to work well, both independently and in collaboration with multiple partners.Exceptional verbal and written communication skills with an ability to adjust one's style to meet the audience's needs.Excellent project management skills, ability to multi-task and work to deadlines in a fast-paced environment.Ability to collaborate with other administrative assistants to solve problems and coordinate projects/deliverables.Qualifications:
Minimum of three years of administrative support in a fast-paced environment, preferred five years.WorkDay experience preferred. Ability to run simple reports from Workday.Experience working in Microsoft Office, specifically Outlook and PowerPoint.California Residents click below for Privacy Notice:
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