Standard Job Description

Performs a variety of administrative duties for Vice President, Security and Emergency Services. Duties include but not limited to:

• Manage VP/Director Outlook calendars; incorporate rapid change notifications.
• Anticipate daily to long term schedule needs; confirm and adjust daily.
• Arrange meeting rooms, audio-visual, catering, and agendas for staff events.
• Draft and edit office documents and presentation materials swiftly to support VP direction.
• Coordinate large scale team events yearly, track participation.
• Book domestic/international travel; process expense reports per policy.
• Oversee office management such as service requests/supplies/office moves/facility requests.
• Interface with all internal/external customers; route inquiries appropriately.

Basic Qualifications

• Minimum 5 years of professional experience providing confidential, executive level administrative support.
• Proficient in the Microsoft Office suite – Outlook, Word, Excel, PowerPoint (calendar management, advanced formatting, data analysis, and presentation design).
• Demonstrated ability to manage senior leader communications, calendars, and complex scheduling (including meeting coordination across time zones).
• Proven experience travel planning and preparing expense reports in compliance with applicable policies.

Desired Skills

• Interact and communicate in a manner that builds trust and confidence with internal and external stakeholders at all organizational levels.
• Provide support to team as requested, answer policy related queries, and act as a subject matter expert on office operations.
• Adapt quickly to shifting priorities in a fast paced environment while preserving accuracy and continuity.
• Build strong relationships, mediate conflicts, and foster collaboration across multiple sites.
• Independently prioritize tasks, manage competing deadlines, and maintain meticulous records.
• Working understanding of Allowable vs Unallowable expenses and how it impacts the team.