"Alerted.org

Description

POSITION SUMMARY:

This role will provide shared administrative support to senior leaders in the Executive Team ensuring effective ongoing operations tied to the management of daily business priorities for the assigned leaders. This role will spend about 60% of its time supporting the Office of the CFO, with the remainder covering other identified Executive Team EAs.

Core responsibilities include effective calendar management, travel coordination, meeting facilitation, and general administrative duties. This role requires a professional demeanor, strong collaboration across the organization, utmost discretion, and the ability to adapt to shifting priorities with a sense of urgency.

KEY RESPONSIBILITIES:

Calendar and Meeting Management:

+ Manage complex calendars in Outlook, scheduling meetings and calls based on leaders’ priorities to optimize their time.

+ Proactively resolve scheduling conflicts and prioritize appointments based on business needs.

Travel Coordination:

+ Arrange domestic and international travel, including flights, accommodations, visas, and ground transportation.

+ Prepare detailed itineraries and ensure time zone awareness for seamless travel experiences.

+ Handle last-minute changes and troubleshoot issues as needed.

Event and Workshop Support:

+ Organize and be available as needed for leader workshops, meetings, and training sessions.

+ Coordinate meeting logistics, including venue coordination and setup, audiovisual requirements, catering, document preparation, distribution of materials, etc.

+ Collaborate with other administrative assistants for larger events and ensure seamless execution.

General Administrative Duties:

+ Perform tasks such as procuring office supplies, managing correspondence, answering phones, maintaining files, preparing PowerPoint presentations.

+ Receive and follow through on documents requiring signatures and on communications requiring follow-up.

+ Prepare and process expense reports and invoices using systems such as Concur, SAP, and Oracle.

+ Track team vacation schedules and update organizational charts as needed.

+ Partner with other Administrative Assistants to effectively manage, organize, and prioritize a broad range of business activities.

Stakeholder Engagement:

+ Interface with internal and external stakeholders, including senior executives and vendors.

+ Act as a liaison between leaders, team members, and external contacts.

+ Maintain a professional demeanor and use discretion when handling confidential information.

Project and Department Support:

+ Coordinate onboarding for new hires, including system access, workspace setup, and orientation materials.

+ Organize and maintain open shared areas (printers, storage room, office space, etc.)

+ Manage departmental initiatives such as team appreciation events and engagement activities.

+ Lead administrative support for special projects and ad hoc tasks as assigned.

Decision Making / Problem Solving

+ Proactively identify and address scheduling conflicts and logistical challenges.

+ Anticipate leaers' needs ot minimize disruptions and ensure smooth operations.

Independence of Action and Accountability

+ Work with minimal supervision, making informed deecisions to support leaders and teams.

+ Drive ownership of responsibilities and ensure timely completion of tasks.

Qualifications

Equal Opportunity Employer

It is Company's policy not to discriminate against any employee or applicant for employment on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medical conditions), gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. The Company will endeavor to provide a reasonable accommodation consistent with the law to otherwise qualified employees and prospective employees with a disability and to employees and prospective employees with needs related to their religious observance or practices. Should you wish to apply for this position or any other position with the Company and you believe you require assistance to complete an application or participate in an interview, please contact [email protected].