Executive Administrative Assistant - Design & Customer Experience

JobID: 210528007

Category: Administrative Assistant

JobSchedule: Full time

Posted Date: 2024-06-26T20:29:03+00:00

JobShift: Day

Base Pay/Salary: Jersey City,NJ $36.54-$48.56

Job Description

As an Executive Administrative Assistant, you will perform diverse administrative functions for a group's manager and their team. In this role, you will need to demonstrate an ownership approach to all tasks, initiative and confidence to complete assignments with limited supervision, a proactive approach to problem-solving, and the ability to effectively multitask and prioritize in a fast-paced environment. You will also rely on excellent communication skills and represent your group with a high degree of professionalism. Your responsibilities will include the management of calendars, coordination of time zone sensitive meetings, coordination of event logistics, travel and expenses, and management of a high volume of emails. This role partners with other assistants to provide administrative support for their respective teams.

Responsibilities:

• Manage day to day activities without prompting, and advise in advance of any issues or delays

• Proactively manage multiple calendars, including a global executive calendar

• Coordinate meetings, conference calls, and telepresence set up across multiple time zones

• Make elaborate travel arrangements, domestic and international

• Process expenses and invoices in a timely manner; ensures adherence to company's policies

• Assist with the onboarding of new team members

• Assist with overflow, special projects

• Work collaboratively with the administrative assistants team to support their respective businesses

• Is an integral member of the group, understand their goals, priorities and expectations

• Maintain familiarity with all policy and technology updates

Qualifications:

• High degree of motivation, initiative, sense of urgency and professional demeanor

• Ability to work well under pressure

• Excellent written and verbal communication skills

• Ownership approach to all tasks; initiative and confidence to complete projects with limited supervision

• Absolute tact and discretion when dealing with confidential matters; experience interacting with senior management

• Exercise independent judgment in a variety of situations

• Strong time management and attention to detail

• Motivated by a collaborative environment and willing to go the extra mile

• Partner with the assistants team to ensure continuity of coverage for their respective groups

Technical Skills:

• Proficiency with MS Excel and PowerPoint

• Ability to learn policies, procedures and processes quickly

• Savvy with Internet/Intranet usage

• Experience with Concur Travel & Expense preferred