The Administrative Assistant will support the operational and administrative needs of the Finance department with primary support to the Vice President and team. Major responsibilities include: calendar and travel management, invoice and expense coordination, office management and meeting coordination.
Responsibilities:
Executive support/calendar management:
This role will proactively handle daily calendars and resolve scheduling conflicts. Booking and preparing comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations).
They will submit expense reports, coordinate departmental invoices, reconcile capital expenditure requests and expense accounts. Will also be responsible for meeting deadlines and ensuring policy adherence.
Office management/team support:
Track departmental vacation schedules, time off and coordinate all time-sheets.
Creating/updating PowerPoint presentations, assist in the logistical preparation for meetings and interviews including reserving conference rooms for VPs, ordering meals, collaborating closely with IT, etc.
General office management including management of office supplies, coordination of accepting and signing for deliveries and packages, distribution of trade magazines and coordination of shared materials across departments.
Qualifications:
Required qualifications include prior administrative experience with exceptional interpersonal skills, business writing & verbal communication skills
Strong in Microsoft Office Applications with emphasis on PowerPoint and Excel
The ideal candidate must be deadline driven with flexibility and outstanding prioritization skills
At least 2+ years of administrative experience supporting a team and senior level executives in a fast-paced environment
The candidate must be flexible with changing job requirements as the business needs change
The ideal candidate will need to have the ability to resolve problems without close supervision
All gender identities and orientations are encouraged to apply.
Please let Tiffany know if you request any accommodations for interview, we are happy to make any accommodation needed.
