Personal Assistant

Description:

Responsibilities
 

• Manages and maintains calendars. Schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials. Coordinates meeting logistics including location and rates. Ensures meeting attendees have appropriate information including directions and maps. Prepares agendas, takes notes and distributes meeting minutes and presentations. May track action items and communicate status
• Makes business travel arrangements and manages and communicates travel itineraries. May manage travel accounts including mileage cards. Works closely with Corporate Travel to schedule and change itineraries. May research and obtain travel visas. In some cases, may travel with executive
• Develops and maintains positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature. Manages information flow within and outside of division or business unit. May serve as liaison between corporate office(s) by disseminating key communication pieces and distributing materials.
• Supports preparation of key meetings (e.g. QBPs) including definition of agenda, coordination of attendees and capturing outcomes and actions
• Maintains confidential material related to employees and company operations. Coordinates new hire processing. Tracks and records performance on division or business unit goals. May track expenditures related to employee rewards programs or coordinate and compile feedback for performance reviews
• May manage executive’s email accounts, including monitoring email and responding on behalf of executive when appropriate. Prioritizes emails for follow up by executive. May direct emails to other parties for response. Monitors phones and voicemail systems and answers or re-directs calls. Pro-actively escalates issues that need manager’s immediate attention
• May maintain email aliases, distribution lists and shared directories, including maintaining permissions. Manages information by organizing and tracking on databases to synthesize and generate reports
• Tracks executive expenses and generates expense reports. Monitors purchasing software system notifications and approves on behalf of executive if appropriate. Works with Accounts Payable in order to ensure department bills are paid in a timely manner. May serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management. May manage budget and departmental costs, including reclassifications as necessary
• Drafts letters, memos and emails. Responsible for general office administration tasks such as filing, copying, collating/stapling, etc. May work with Facilities department to coordinate space planning for division or business unit.
• Creates presentations and maintains organization charts. May be responsible for maintaining and updating websites, including building or redesigning pages
• May provide coaching to less senior Administrative Assistants
• Performs routine, defined assignments with direct guidance and oversight from others with more experience
• Learns to use professional concepts in practical situations through completion of work assignments and training
• Take an active role in learning and becoming familiar with the discipline and broader team environment
• Typically seek guidance on problems as they arise, and adapt to solve problems encountered previously
• May be required to work outside of normal business hours
• May require minimal travel depending on business needs
   

Minimum Requirements
 

• Basic knowledge of and exposure to fundamental theories, principles, and concepts within a specific discipline – typically gained through formal education or equivalent training
• Little or no prior work experience