Administrative Assistant (Pipeline)

Employment Type

: Full-Time


: Miscellaneous

The team is looking for a pro-active, experienced Administrative Assistant to provide administrative support in IT. We are looking for someone who embraces technology and is comfortable piloting new software, applications, and technical equipment. The ideal candidate will perform both administrative tasks as well small project-based work.
Job Description
Provide general administrative and operational support to 2 Executive Directors and his team
Coordinate complex calendar management
Coordinate high-level local and global internal meetings, onsite and offsite, within a budget
Assist in scheduling video conferences for multipoint domestic and international meetings
Attend meetings including organizing and taking meeting minutes for, distributing them in a timely manner, and keeping action items updated
Inform, advise and support the team and associates on processes, guidelines and services that are specific to the department; act as information source on organizational policies and procedures, as appropriate
Interact with internal and external sources, often at the upper-management level
Responsibilities will include operations processes that ensure the office environment is in good working order such as submitting work orders, ordering office supplies and ensuring conference rooms are organized and have necessary supplies
Coordinate domestic/international travel, when necessary
Prepare expense reports on a timely basis with exceptional quality, when necessary
Support optimization of current processes and/or introduction of new or modified processes
Work on a team of other Administrative Assistants for both day-to-day operations as well as acting as a backup

3-5 years' experience in an administrative role
Proficiency with Microsoft Word, Excel, PowerPoint and Outlook required; SharePoint a plus
Have sound judgment, be well organized and have a strong emphasis on attention to detail
Must be highly collaborative and flexible working in a team-oriented culture
Must be able to handle several requests in parallel and follow through on expectations, with minimal supervision
Be self-motivated and proactive in anticipating needs and thinking beyond the guidelines provided
Have global experience (knowledge of time-zones and multiple sites)
Accuracy and adherence to deadlines is essential
Ability to exercise independent discretion and judgment to solve complex problems
Ability to exercise discretion and judgment regarding confidential situations
Able to work as an effective and engaged team member
Excellent communication skills, both written and spoken
Event planning experience a plus

Associate's or Bachelor's degree or equivalent experience

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