Administrative Assistant

Clear Channel Outdoor San Antonio , TX 78245

Posted 2 weeks ago

Current employees and contingent workers click here to apply and search by the Job Posting Title.

Clear Channel Outdoor

Job Summary:

The Administrative Assistant is responsible for providing exceptional administrative and human resources support to senior leaders. This role provides virtual support to the senior team and serves as a backup to other Executive Assistants.

Job Responsibilities:

  • Completes a broad variety of administrative tasks for the Executive team including, but not limited to managing an active calendar of appointments, conference calls, online meetings, managing & organizing meetings, composing and preparing correspondence that may be confidential at times, creating PowerPoint presentations, Excel workbooks, letters in Word and internal communications (e.g., new hire announcements).

  • Arranges travel via the Concur tool and travel coordinators; tracks executive travel and takes proactive measures when travel interruptions arise, or itinerary changes are required. Anticipates the needs of the executives when they are out of office and provides up-to-date check-ins and daily itineraries.

  • Completes expense reports; organizes receipts and ensures prompt submission without exceptions. Reviews expense reports of executives' team members and approves with direction.

  • Schedules meetings; arranges for conference rooms; provides access for visitors to secure buildings via online tools. Coordinates with onsite administrative staff as required.

  • Plans, coordinates, and ensures the executives' schedule is followed and respected. Works closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Makes appropriate changes to the executives' schedule as conflicts arise.

  • Assists in coordinating the agenda and minutes of meetings, off-sites and staff meetings; ensures space is reserved, catering is ordered, supplies are delivered, and technology is set up and ready.

  • Acts as executives' delegate in Workday; handles transactions while maintaining confidentiality, assists in the recruiting process and liaises with MyHR and IT as needed to ensure smooth onboarding of new hires. Coordinates with Office Administrator for space needs and supplies.

  • Reviews and processes invoices.

  • Other duties and projects as assigned.

Job Qualifications:

Education and Certifications

  • Bachelor's degree or an equivalent combination of relevant education/training and applicable job experience.

Work Experience

  • A minimum of 5 years of experience supporting C-Level Executives/Senior Management.

  • Demonstrated proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

  • Experience with Workday preferred.

Skills

  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff and external partners.

  • Emotional maturity and confidence.

  • Ability to work effectively independently and work with a sense of urgency to accomplish results.

  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

  • Forward-looking thinker who actively seeks opportunities and proposes solutions.

  • Demonstrated passion for excellence and developing high level of trust with C-Level executives.

  • Must maintain a positive and upbeat attitude even when faced with challenges.

  • Able and willing to work flexible hours to support executive travel.

Competencies

  • Functional/Technical Skills
  • Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
  • Agility
  • Thriving in volatile, uncertain, complex, and ambiguous environments by anticipating and responding to changes with swift, focused, and flexible actions.
  • Planning and Organizing
  • Reaching goals by making and following plans, setting and sticking to priorities and allocating resources effectively.
  • Team Leadership
  • Assuming a leadership role in helping others achieve excellent results.
  • Achievement Orientation
  • Focusing efforts on meeting challenges and achieving high quality results consistent with the organization's goals.
  • Communicating Effectively
  • Listening and communicating openly, honestly, and respectfully with different audiences, promoting dialogue and effectively gets message across.

Physical Demands

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job:

  • Employee must have the ability to sit and/or stand at a desk for a minimum of 8 hours a day and complete tasks requiring repetitive use of hands

  • Employee must have the ability to see written documents, computer screens and to adjust focus

  • This job is performed in a temperature-controlled office environment

  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Requirements

Role will be based at the Clear Channel Outdoor Corporate office in San Antonio, TX and supports executives and Executive Assistants in NY and other locations.

Some overnight travel may be required (5%)

Location

San Antonio, TX: 4830 North Loop 1604 West, Suite 111, 78249

Position Type

Regular

The Company is an equal opportunity employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.

Our organization participates in E-Verify. Click here to learn about E-Verify.

Current employees and contingent workers click here to apply and search by the Job Posting Title.


icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Assistant

Mastec

Posted 1 week ago

VIEW JOBS 3/19/2020 12:00:00 AM 2020-06-17T00:00 MasTec North America, Inc. is a leading national infrastructure construction company operating throughout the United States. MasTec - Utility Services' activities include the installation, maintenance and upgrade of communication and utility infrastructure, including but not limited to: communications, electrical and natural gas distribution infrastructure. At MasTec you'll be joining a family, where we are dedicated to supporting each other and building an atmosphere of teamwork. As part of our team, your opportunities are limitless. In addition to the valuable skills gained through training and on-the-job experience, MasTec offers competitive pay, including medical, vision and dental coverage, 401K and employee stock discounts. MasTec Utility Services Group is a proud supporter of our U.S. military, veterans and their families - Thank You for Your Service! Active military, transitioning service members and veterans are strongly encouraged to apply. MOS Codes 36A and 36B relate well to this position. Job Purpose The Administrative Assistant will provide administrative and general office support to the site and regional operations to ensure smooth and effective office operation and maximum efficiency. The Administrative Assistant will act as the primary point of contact for site personnel, including crews and supports the site and region. Essential Functions * Assist and support field management on projects and daily business needs. * Establish and maintain a filing system, ensuring documentation/information is current and can be readily retrieved. * Assist with external and internal vendor relations, including but not limited to, payment of invoices, new vendor setup, and resolution of any vendor issues. * Handle incoming calls, emails, and company related correspondence daily, including customer inquiries and complaints, routing inquiries/requests to appropriate individual/department for response, following up and providing any coordination necessary to ensure response occurs in timely, efficient manner. * Assist customers with immediate needs and help employees with tasks related to customer requests. * Track paperwork, process new work/projects, change the status of work/projects, complete CUs, create invoices for all jobs and keep a detailed record of start and end dates in a separate log. * Organize and coordinate staff and other meetings, including preparing materials pertaining to agenda items, following up with staff members regarding status of action items, etc. * Respond timely to requests from Resource Management and Field Operations. * Keep site bulletin boards updated and neatly organized with company newsletters, safety bingo, daily scorecards, federal posters, workers compensation information, etc. * Attend crew meetings as needed to collect documents, communicate information, and respond to inquiries. * Maintain safe work environment by following and supporting safe practices. * Prepare and submit expense reports weekly in accordance with company policy, including for traveling technicians and new hires. * Receive payroll timesheets and input in a timely fashion to ensure employees get paid on time. * Assist/provide backup support to other office support employees as required. * Coordinate special projects as assigned. * Perform other duties as required and/or assigned. Physical Demands and Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copiers, and scanners. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. This position is primarily sedentary, with some filing or lifting required. Must be able to bend and lift and carry up to 20 pounds. Minimum Qualifications 1. A High School Diploma, or equivalent. 2. 2 years of related clerical or administrative experience. 3. Strong organizational skills with high attention to detail and quality of work. 4. Ability to work under pressure to meet deadlines in a fast-paced, dynamic environment while managing multiple tasks. 5. Ability to establish and maintain strong relationships and deliver exceptional customer service experience to both internal and external customers. 6. Ability to effectively take action to solve problems while exhibiting sound judgement. 7. Excellent written and verbal communication skills. 8. Ability to be results-oriented, taking initiative to make things happen, accept accountability, and have a "can do" attitude. 9. Advanced proficiency in Microsoft Office applications. 10. Clarity of vision at 20 inches or less. 11. Ability to operate office equipment. 12. Ability to maintain high level of confidentiality. Preferred Qualifications 1. An Associate's degree in Business Management or similar, including computer and accounting courses. 2. Experience in a construction or project environment. Don't miss this great opportunity! All applicants must pass a background check and pre-employment drug screen. Benefits available include Medical, Dental, Vision, Disability and Life insurance, a 401k plan and Employee Stock Purchase plan. MasTec is a publically traded company MTZ (NYSE). MasTec, Inc. is an equal employment opportunity employer. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, religion, national origin, age, disability, genetic information, military status or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. It is also MasTec's policy to comply with all applicable state, federal and local laws respecting consideration of unemployment status in making hiring decisions. Mastec San Antonio TX

Administrative Assistant

Clear Channel Outdoor