Standard Job Description

This position supports the Vice President, ASBD. The diversified responsibilities include ensuring the VP is prepared for external & internal meetings and communicating with the VP regarding scheduling of meetings, important emails, meeting notices, phone messages, etc. The individual will proactively anticipate issues/solve problems (example: scheduling conflicts, etc.) while handling information with the highest level of confidentiality. Other responsibilities include managing detailed travel arrangements, expense reports, and credit card reconciliation.

Daily activities will include assisting with:
• Managing complex executive calendars and actively resolving meeting conflicts
• Making executive travel arrangements to include domestic and international travel
• Generating and submitting timely executive expense reports
• Screening and directing callers to the proper point of contact
• Arranging meetings and conferences
• Receiving, referring, or answering mail, to include reviewing and properly re-directing e-mail with appropriate follow-up
• Reviewing drafts and finished documents for appropriate grammatical usage
• May provide guidance and direction, as needed, to other administrative professionals on the ASBD team.

Other required skills and abilities
• Professionalism and highly effective interpersonal skills due to the level of Corporate and company leadership interface, in addition to external dignitaries and civic leaders
• Event support and coordination is required to support company tours and special events
• Coordination is critical in this function to ensure organizations are kept informed of emerging issues and information
• Ability to maintain confidential information pertaining to operations, proprietary, and personnel matters.
• Ability to manage Offsite/Special Event planning
• Capable of delivering basic Audio/Visual Support for Meetings
• Must be able to work flexible hours and overtime including evenings and weekends as needed

The ideal candidate is highly self-motivated, professional, collaborative and capable of managing their work load and prioritizing tasks in a fast-paced corporate environment. Must be able to work with current technology (text messaging, IM, etc.) to ensure that there is no gap in communication with the VP and the team.

Must be a United States (US) citizen. Candidate must be able to obtain and maintain an Interim Secret Security Clearance. Clearance is not required prior to start.

Basic Qualifications

5+ years Administrative Assistant experience in support of an executive.

High proficiency with MS Office tools (Outlook, Word, PowerPoint, Excel, SharePoint and VTC communications).

Experienced with Outlook to manage calendar, setting up business meeting, remediating conflicting schedules.

Extensive experience with preparing travel arrangements and expense reporting including international travel.

Experience with audio visual/virtual applications for conferencing and meetings.

Desired Skills

Extensive experience with Concur.

Proficiency to act as the point of contact among executives, employees, suppliers and other internal/external associates with competence and professionalism.

Capability to review requests, assess and route responses appropriately with sufficient follow up to completion and maintains confidentiality.

Manages information flow in a timely and accurate manner with an ability to ensure attention to details.

Adept at coordinating events, communication sessions ensuring all arrangements are successful.

Efficient and effective communication skills (written and verbal)

Detail oriented with ability to multi-task.