Administrative Assistant
Provide in-office support to the CEO, the Chief of Staff, and the Lead Executive Assistant to ensure
efficient operation of the Office of the CEO
Anticipate the needs of executives and proactively address administrative requirements as needed
Handle internal logistics including conference room management, meeting / event catering, and other ad hoc duties related to onsite meetings
Provide backup coverage for Lead Executive Assistant and team
Screen incoming telephone calls while capturing all pertinent details and urgency
Assist with updating and maintaining daily calendars, various reports, and spreadsheets
Alert CEO to upcoming meetings and provide reminders as required
Maintain office supply inventory by checking stock in each office to determine inventory level and
anticipating needs for upcoming meetings
Assist in organizing and maintaining physical and digital filing systems
Handle sensitive information in a confidential manner
Reconcile and submit expense reports
Provide general support to visitors
Plan, organize, and schedule meetings and conference calls; confirm that all materials and other
preparations are complete to ensure successful calls, meetings, and trips
Manage extensive domestic and international travel, both commercial and private. Prepare itineraries, trip file; confirm hotels, ground transportation, and meeting rooms
Prioritize needs, handle matters expeditiously and proactively, and follow through on
projects / assignments to successful completion
Occasional domestic and international travel may be necessary to offer administrative support to the CEO
Minimum of 2 years of experience providing administrative support to 2 or more executives, including : calendar, extensive international and domestic travel arranging, and expense report management
Excellent computer skills and advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint,
Outlook), Concur and Workday
Available after hours and weekends to support CEO office, as needed
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