Administrative Assistant / Executive Admin

Job Description

As Executive Assistant, you will support the Senior Vice Presidents of Global Government Relations and Global Legal STAR Operations, and their respective teams, to provide high-quality advanced administrative and executive support.

In this role, you will be a key and trusted member of the staff and instrumental in the efficient and organized management of both Client’s Global Government Relations and Global STAR Legal Operations teams.

You are expected to work independently within established guidelines and interact with executives in a fast-paced environment, while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.

Expert level written and verbal communication skills, strong decision-making ability and attention to detail are important.

You will be expected to conduct a professional manner and one consistent with Client’s core values.

Executive Assistant will manage and be responsible for a wide range of tasks, including but not limited to, the following :

Core Responsibilities

• Provide general administrative support with ability to manage multiple projects simultaneously
• Provide outstanding calendar and email management, expense and travel support
• Trusted liaison both internally and externally, maintaining confidentiality and professionalism at all times
• Ensure SVPs are prepared for pre- and post-meetings and events, such as assistance in preparation of presentation materials, briefing documents, and meeting follow-up
• Ready to anticipate needs of SVPs and / or team and proactively drive initiatives forward with execution on individual assignments in collaboration
• Skillfully communicate and represent SVPs and staff with employees, partners, policymakers, policy influencers, vendors and visitors
• Assist with the coordination of domestic and international pre- and post-travel related activities, i.e. prepare and confirm itineraries, expense reports, travel clearance forms, etc.
• Develop strong partnership with C-level executive staff to obtain and communicate information on executive domestic and international travel dates
• Assist in coordinating and organizing meetings between C-level executives, staff, and policymakers
• Schedule, prepare, and assist in executing C-level executive on-site and all government-related visits
• Partner frequently and effectively with internal business functions, at all levels of management, including HR, Communications, Marketing, Real Estate & Workplace, and Finance
• Coordination and planning for meetings, conference calls and special events, including arrangement of logistics, meeting space, communications and catering
• Support staff on day-to-day office activities, such as delivering and sending out mail or FedEx, organizing information, scheduling meetings and logistics, etc.
• Maintain office managerial duties, including ordering office supplies, food and beverage, and coordinating with property management (in Washington, DC)
• Support staff on ad hoc projects used for both internal and external purposes
• Create, edit and proofread business communications and documents utilizing MS Word, Excel and PowerPoint
• Initiate purchase orders, reconcile invoices, track budgets, and complete / track expense reports
• Get to know the teams in depth and be available and approachable to everyone

Candidate Requirements

The Executive Assistant will have at least five years of relevant experience and will possess skill related to :

• Minimum 5 years of high-level administration work experience at senior level, supporting VP-level and above executives in a corporate setting preferred
• Excellent verbal and written communication skills
• Ability to practice consistent discretion, diplomacy, and excellent judgment
• Possess a high degree of integrity and ethics when managing or handling confidential and sensitive information
• Extensive experience in preparing international and domestic travel itineraries, expense reports, briefing and meetings materials, and general logistics
• Demonstrated exceptional polished and professional demeanor under pressure
• Positive, personable, strong interpersonal skills, and an upbeat, can do attitude
• Ability to manage multiple projects simultaneously with meticulous attention to detail
• Extremely organized, detail-oriented, and proactive with successful time management skills to perform multiple tasks and handle changing priorities successfully in a fast-paced environment with little direct supervision
• Ability to work and communicate with audiences of all types, at all levels, internally or externally
• Strong sense of urgency and efficiency in completing work
• An understanding of the company priorities necessary as you’ll be expected to execute tasks with minimal direction
• Ability to work effectively as part of an Executive Assistance team in the Legal Department and when necessary to work independently with minimal supervision
• Advanced proficiency in MS Office Suite : Outlook, Word, Excel, PowerPoint
• Proficiency in SAP Concur, Coupa, and Workday

Bachelor’s degree preferred.