JOB SUMMARY
Provides administrative support to Vice Presidents, and other leaders. Manages complex calendars, travel arrangements, meetings and appointments; performs front desk and office support responsibilities; and maintains the highest level of professionalism, discretion, and confidentiality.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Manage and control complex calendars for up to 3 Vice Presidents, balancing competing priorities and ensuring optimal use of executive time.
• Anticipate scheduling conflicts and proactively recommend solutions aligned with business priorities and executive objectives.
• Coordinate meeting logistics, including facilities, technology, catering, visitor access, materials, and post-meeting follow-up.
• Lead administrative projects and special assignments independently, ensuring timelines, deliverables, and stakeholder communications remain on track.
• Arrange travel plans, itineraries, and expense reporting for supported leaders.
• Serve as a professional liaison between executives, employees, customers, vendors, and external business partners.
• Coordinate administrative coverage and support continuity during vacations, leaves, and business travel.
• Identify and implement improvements to administrative processes, workflows, and office efficiencies.
• Maintain highly confidential information related to executive schedules, personnel matters, business strategy, and organizational initiatives.
• Support front desk operations, including visitor reception, telephone coverage, mail distribution, and office administration as needed.
• Organize and maintain departmental records, files, and key business documents.
• Prioritize multiple high-impact assignments in a fast-paced environment while exercising sound judgment and discretion.
• Manage assigning badges.
• May perform other duties and responsibilities as assigned.
MANAGEMENT & SUPERVISORY RESPONSIBILTIES
• Typically reports to Management. Direct supervisor job title(s) typically include: Manager
• Job is not directly responsible for direct report (e.g., hiring/termination and/or pay decisions, performance management)
JOB QUALIFICATIONS: Education & Experience Requirements
• Bachelor’s degree in business related field or related commensurate experience.
• 5-7 years of administrative support experience
• Possess math skills sufficient to perform required duties
• Advanced organizational and project management skills.
• Strong business judgment and decision-making abilities.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Office Suite, Teams, Outlook, PowerPoint, and reporting tools.
• Strong interpersonal skills with the ability to influence and collaborate across all organizational levels.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to handle highly confidential and sensitive information with discretion.
• Or an equivalent combination of education, training or experience
JOB QUALIFICATIONS: Essential Skills, Abilities and Example Behavior(s)
• PRESENT SKILLFULLY: Able to prepare and deliver clear, effective, and professional presentations
• QUESTION: Able to use effective fact-finding techniques to discover all relevant information; Able to ask questions that are not leading or biased; Able to challenge assumptions
• BE STRAIGHT-FORWARD: Able to communicate directly (to-the-point) and rely on fact-based positions; Able to avoid the use of ambiguous language or statements that contain hidden or double meanings; Able to avoid being deceptive
• NEGOTIATE: Able to apply effective questioning and listening techniques to determine each party's position; Able to look for common ground and build on areas of agreement to reach win-win outcomes; Able to ensure the agreed-upon alternatives have the support of all parties involved
• SELL: Able to identify the needs of internal and external customers through effective questioning and listening techniques; Able to apply…