Supports executives and upper management in the regional global practice with the following duties:
Manage outlook calendar, meetings and invites;
Set up internal or external meetings/lunch's/dinner's with clients, vendors, and employees;
Development and organization of Regional Office Global Practice-wide meetings;
Create and manage organizational charts;
Organize strategic meetings and prepare the agenda;
Manage strategic action Item list and follow up with pending items;
Organize and prepare materials (presentations) meetings; This includes: Reserving conference rooms and sending invitations
Creating and setting up the presentation
Ordering refreshments (if applicable)
Taking meeting minutes as requested
Organize and prepare monthly and quarterly reports, presentations, and compile information as support to management meetings;
Manage sales data information and compile it into an Excel file bi-annually;
Compile financial reporting data and information for the global practice
Prepare communications to employees;
Interface with employees/clients on behalf of the management team;
Prepare and arrange holiday gift arrangements:
Ordering gifts (calendars, shirts, etc.);
Shipping the gifts
Managing the effort via a spreadsheet
Manage holiday card signatures and routing; Act as main point of contact (screen and correctly route all incoming calls) for management team;
Edit outgoing communications;
Manage expense reports for Principal's and Executives;
Assist with travel arrangements for Principal's and Executives;
Maintain and update contacts in Outlook and CRM;
Assisting with general administrative duties as needed and all other duties as assigned.
Operational duties, including but not limited to:
Working with managers to determine seating for employees
Communicating seating information to the local office administration team
Working with managers for group moves
Routing documents for signature approvals
Regional Global Practice administrative point of contact for Office Administrator
High School Diploma or equivalent.
Minimum five years office/clerical experience.
Construction background preferred
Must be proficient in Microsoft Word, PowerPoint, and Excel, familiarity with other Microsoft office applications is desirable.
Knowledge of SharePoint and CRM (or an interfacing Contact Project) is a plus.
Excellent organization skills, attention to detail, communication skills and ability to handle multiple tasks.
Some college coursework preferred.
Burns & Mcdonnell