The purpose of this position is to provide administrative support and assistance for a Vice President. This position requires prior experience working as administrative support at the executive level.
Facilitate business communication between members of management, staff & outside business contacts
Make domestic and international travel arrangements for Vice President and visitors/executive team as needed
Coordinate logistics and materials for internal and external meetings, e.g. scheduling conference rooms, meeting materials, travel arrangements, set-up equipment, food, etc.
Prepare letters, reports, memos, E-mails, presentations and other documents using MS PowerPoint, Excel, etc.
Open, sort, determine priority and deliver incoming correspondence to Vice President and associated team
Sort daily mail in mailroom
Coordinate activities, meetings and maintain calendars/schedule for Vice President and other team members as appropriate
Compile expense reports
Receive and direct visitors
Provide assistance on projects
Provide back-up coverage for receptionist and admin team
Perform general clerical duties to include but not limited to: photocopying, record keeping, faxing, mailing and filing
Assist with tasks that keep the conference rooms and break room clean and well organized
Handle and protect confidential information
Facilitate tracking invoices, purchase requisitions and contracts
Executes ad-hoc requests for assigned team
Perform other duties as required
Two years of college preferred or related experience
Excellent communication and organization skills required
Must be proficient in the use of Microsoft Office Suite
Prior experience supporting executive level