Job Description

Job Description

Job Description

Our client is seeking a highly skilled and experienced Part-time contract Administrative Assistant to provide exceptional support to our management team.

The ideal candidate will be a seasoned professional with the ability to support multiple executives. Key responsibilities include calendar and travel management, and execution of company administrative processes. The successful candidate possesses excellent organizational skills, is proactive, and demonstrates excellent judgement and comprehensive thinking. This role requires attention to detail and the ability to work comfortably in a fast-paced environment. The role reports to the Chief People Officer.

Essential Functions:

Calendar Management:

• Efficiently manage and coordinate the schedules of the management team.
• Anticipate and resolve scheduling conflicts, ensuring optimal use of time.

Travel Management/Arrangements:

• Handle all aspects of travel arrangements, including booking flights, accommodations, and ground transportation.
• Handle real-time changes to travel, using excellent judgement to problem solve, and accommodate, and communicate.
• Ensure seamless travel experiences by considering time of day, travel time, and potential disruptions.

Administrative Support:

• Provide administrative support to finance, IT, HR, and contracts. This includes reviewing documents for accuracy (e.g., ensuring signatures are in the correct place) and assisting with various administrative tasks.

Competencies:

Proactive Problem-Solving:

• Think ahead to identify potential issues and find solutions before they arise.
• Actively look for ways to improve processes and enhance efficiency.

Attention to Detail:

• Ensure all tasks are completed with a high degree of accuracy and thoroughness.
• Pay close attention to details in all aspects of work.

Good Judgment:

• Exercise sound judgment in handling sensitive and confidential information.
• Make decisions that align with company policies and management team expectations.

Organizational Skills:

• Maintain a well-organized work environment.
• Keep track of multiple tasks and deadlines, ensuring all responsibilities are handled promptly.

Comfort in High-Pressure Situations:

• Thrive in a fast-paced, high-pressure environment.
• Remain calm and composed while managing competing priorities.

Communication:

• Communicate effectively with the management team and other departments.
• Provide clear and concise updates and information as needed.

Technical

• Proficient working within Microsoft Office Suite, including Outlook and Teams

Work environment: This is an office-based position, with some flexibility for remote work.

Physical demands: Sitting at a desk for the majority of the day with breaks as needed, heavy lifting is not expected/required.

Required Education and Experience:

• Bachelor's degree preferred
• 5+ years of proven experience as an Administrative Assistant or in a similar role
• Excellent organizational and time management skills.
• Strong attention to detail and problem-solving abilities.
• Ability to think proactively and comprehensively.
• Exceptional communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to handle confidential information with discretion.
• Comfortable working in a high-pressure environment and managing multiple priorities.

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