"Alerted.org

The ICD Division Liaison provides comprehensive administrative and operational support to the Division leadership and the ICD team. This role is responsible for managing calendars, coordinating meetings and travel, facilitating communication, and acting as a key liaison between branch offices and home office departments. The Liaison ensures smooth operations, timely resolution of escalated issues, and supports special projects and initiatives across the division.

Essential Duties and Responsibilities

+ **Calendar & Schedule Management:** Manage executive and division calendars, schedule meetings and events, and prioritize requests to optimize time management.

+ **Communication Handling:** Serve as the primary contact for the team, screen and direct calls/emails, and connect advisors and branch professionals to appropriate resources.

+ **Meeting Coordination:** Schedule meetings/calls, coordinate speakers, prepare agendas and presentations, and follow up on action items.

+ **Travel Arrangements:** Coordinate all aspects of business travel and branch visits, including booking and itinerary preparation.

+ **Expense & Invoice Processing:** Process team business expenses, branch reimbursements, and partner sponsorship invoices.

+ **Information & Document Management:** Organize and maintain filing systems, conduct research, and prepare documents/presentations for review.

+ **Project Management:** Manage department content for internal webpages/newsletters and oversee transition processes for internal transfers.

+ **Project Support:** Assist with special projects/events, coordinate resources, send invitations, track registrations, and report attendance.

+ **Case Management System Reporting:** Provide Salesforce reports, create branch visit mapping, and update communication records.

+ **Gatekeeping:** Protect executive’s time and priorities, ensuring effective communication with internal/external partners.

+ **General Administrative Support:** Order supplies, handle invoicing, and provide administrative support to team members.

+ **Liaison Responsibilities:** Act as a liaison between home office and branch offices to research and resolve escalated issues, ensuring timely resolution and follow-up.

Required Skills and Qualifications

+ Proven experience as an executive assistant or similar administrative role, supporting upper management.

+ Exceptional written and verbal communication skills; professional and confident demeanor.

+ Strong time-management and organizational skills; ability to manage multiple projects and deadlines.

+ High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); ability to learn new software.

+ Sound judgment and discretion in handling confidential information.

+ Flexible, adaptable team player; comfortable in a fast-paced environment.

+ Strong problem-solving abilities; proactive and resourceful approach.