Coordinate administrative activities for a division head and department. Duties include but are not limited to:
Arranging meetings and conference calls for department/division.
Creating and maintaining departmental files. Managing record retention of departmental files.
Maintaining extensive contact with clients in person and via email or phone.
Managing calendar using an automated calendar system.
Organizing travel itineraries for individual or group trips. Utilizing Concur to make travel arrangements and reconciling travel reports as needed.
Acting as departmental supply coordinator with the authority to approve supply orders.
Recording and tracking department attendance.
Attending HR leadership team meetings and keeping meeting minutes.
Coordinating office space assignments for division.
Supporting ad hoc requirements of division head.
Schedule and arrange logistics for large group/divisional meetings at onsite and offsite locations for both internal participants and external clients.
Coordinate yearly budget process for management. Audit monthly budget conformance reports and advise management of discrepancies. Enter budget information and headcount updates into Comshare.
Utilize Microsoft Word, PowerPoint, Excel and other appropriate software and tools for the following purposes, including but not limited to:
Creating correspondence via email and mail to internal/external clients, vendors and service providers.
Creating, updating and/or editing PowerPoint presentations.
Entering/analyzing data, importing and exporting data, and creating reports from multiple sources, which may utilize intermediate to advanced Excel functionality.
Developing and maintaining databases.
Coordinating compatible programs to produce desired results and recommending modifications and improvements to existing, less complex processes as needed.
Participate in special projects as requested by management. Assist in the coordination of timelines and follow-up for departmental projects.
Maintain library of resources, guides and information for the department.
May supervise and/or train other secretarial staff.
Three to five years secretarial experience or its equivalent.
Proficient in Microsoft Word, Microsoft Excel, Microsoft Access, Microsoft PowerPoint, Automated Calendar Systems and Electronic Mail.
Excellent interpersonal, organizational and communication skills.
Demonstrated ability to be adaptable and flexible.
Demonstrated ability to maintain a high degree of confidentiality.
Munich Reinsurance America, Inc. - 22 months ago
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