Standard Job Description

Performs a variety of secretarial and administrative duties for assigned supervisor/manager or senior staff member. Performs normal office functions such as setting up and maintaining alphabetical, numerical and/or subject files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail. May take and transcribe dictation; uses personal computers and standard desktop software to compose reports, correspondence, and memorandums; reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures. May provide guidance and direction, as needed, to lower-level secretaries and other clerical employees.

• Completes a broad variety of administrative tasks for the VP and Directors including managing extremely active calendars of appointments; arranging complex and detailed travel plans (domestic and international), itineraries and agendas; compiling documents for meetings;  completing expense reports; acting on and/or preparing correspondence that is oftentimes highly confidential.
• Plans, coordinates, and ensures the VP’s schedule is followed and respected. Acts as the gatekeeper for direct access to the VP’s time and office.
• Works closely and effectively with the VP to anticipate needs and keep VP well informed of upcoming commitments and responsibilities, following up appropriately. 
• Successfully coordinates and completes critical aspects of deliverables with a hands-on approach including internal and external communications; reports; presentations; and other tasks. Tracks all action items and follows-up.
• Organizes and coordinates executive outreach and external relations efforts by communicating directly, and on behalf of, the VP. These external constituencies include, but are not limited to; federal, state, and local government officials; business and community leaders; customers and potential partners; consultants; and multi-national and multi-cultural groups.
• Plans and prepares for all aspects of regularly scheduled meetings and special events including those to support team engagement. This includes meeting notifications, securing facilities, and arranging connections for video conferencing; arranging for food and refreshments;  finalizing the agenda; and preparing and distributing/uploading all meeting materials.
• Supports special projects and participates on cross functional teams.
• Normal work hours are Monday-Thursday 6:00 AM to 4:30 PM, however, this position must be available to work irregular hours to respond to work assignments and deadlines from the VP and Directors. Occasional overtime may be required.
• Supports SAP program area activities and ensures critical efforts are supported with admin processing
• Provide guidance and direction, as needed, to other administrative employees and answer questions relating to office operations and established policies and procedures.

Basic Qualifications

• 2+ years of administrative assistant experience.
• Experience with Microsoft Suite - Outlook (specifically Outlook calendar management), Word, Excel, and Power Point.
• Experience managing e-mails, calendars, and schedules for a leader.
• Experience planning travel and preparing expense reports.

Desired Skills

• Interact and communicate in a manner that builds trust and confidence with internal and external stakeholders at all organizational levels.
• Coach and mentor junior administrative staff, 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.