Executive Assistant

Company Description

Mindlance is a national recruiting company which partners with many of the leading employers across the country. Feel free to check us out at http://www.mindlance.com.

Job Description

Job Description:

Provides full-range of administrative support to include: manages multiple Outlook calendars with expertise; plans and coordinates a variety of meetings and events, such as staff meetings (including recording of action items) and a variety of recurring events with other groups inside and outside of when necessary; prepares and edits reports and presentations using Microsoft Office software; organizes and maintains files; coordinates and manages travel arrangements and prepares expense reports; fields incoming telephone calls and replies to routine inquiries; provides project management assistance when necessary; expedites flow of work, and initiates follow-up when necessary, particularly when supervisors are traveling; orders supplies and equipment; cooperates with other administrative assistants in maintaining an efficient workroom; serves as back-up administrative support for any member of the team when necessary.

Detailed description for this assignment:

• Proactively coordinates and maintains the calendar for the Senior Director, RDS

• Administrator and Coordinator of the CA RDS Website and CA RDS SharePoint sites

• Coordinates global, regional and local meetings, multi-level/cross functional meetings, video conferencing /WebEx conferences, and teleconferences; uses meeting room scheduling systems

• Responsible for timely management of expense reports for Senior Director RDS and RDS LT.

• Coordinates all travel for the Senior Director RDS and members of the RDS LT adhering to T&E policies.

• Works collaboratively with the Senior Director RDS and RDS Leadership Team, Corporate Audit Leadership Team, RDS colleagues and administrative partners across client groups. Provides back up administrative support to VP-CA and the CA Admin team as needed.

• Tracks and manages RDS budget and accruals on a monthly basis.

• Opens and reviews mail; flags and helps plan time for critical items.

• Screens phone calls and visitors using discretion and appropriately handles confidential information

• Independently identifies and responds to daily issues that arise and determines appropriate actions.

• Proposes implementation of efficiency processes and continuous improvement within own workgroup.

• Creates agendas, schedules appointments and issues meeting minutes when appropriate or as requested for meetings and conference calls.

• Coordinates leadership team and staff meetings.

• Procures office supplies for all colleagues in RDS

• Assists with colleague on-boarding/off-boarding as required

• Organizes and files documents

• Maintains working understanding of telephony, meeting, and collaboration technologies

Countries / Regions of Expected Travel: US- very limited. Day trips to NY, CT, NJ or PA once every month or less

Please list out the (up to) top 3 critical skills:

Attention to Detail

Ability to effectively handle multiple priorities

Quick learner, agile and positive approach with all clients and peers.

Proactive

Professional interactions with clients and peers

How many years experience are required?: 3-5 years

What is the minimum education experience required?:

• High School Diploma or equivalent (GED) or higher. Associates degree or greater is preferred

• A minimum of 5 years of experience in an administrative support role required.

• Administrative experience at senior leadership level

Qualifications

Detailed description for this assignment:

• Proactively coordinates and maintains the calendar for the Senior Director, RDS

• Administrator and Coordinator of the CA RDS Website and CA RDS SharePoint sites

•
Coordinates global, regional and local meetings,
multi-level/cross functional meetings, video conferencing /WebEx
conferences, and teleconferences; uses meeting room scheduling systems

• Responsible for timely management of expense reports for Senior Director RDS and RDS LT.

• Coordinates all travel for the Senior Director RDS and members of the RDS LT adhering to T&E policies.

•
Works collaboratively with the Senior Director RDS and RDS
Leadership Team, Corporate Audit Leadership Team, RDS colleagues and
administrative partners across client groups. Provides back up
administrative support to VP-CA and the CA Admin team as needed.

• Tracks and manages RDS budget and accruals on a monthly basis.

• Opens and reviews mail; flags and helps plan time for critical items.

• Screens phone calls and visitors using discretion and appropriately handles confidential information

• Independently identifies and responds to daily issues that arise and determines appropriate actions.

• Proposes implementation of efficiency processes and continuous improvement within own workgroup.

•
Creates agendas, schedules appointments and issues meeting
minutes when appropriate or as requested for meetings and conference
calls.

• Coordinates leadership team and staff meetings.

• Procures office supplies for all colleagues in RDS

• Assists with colleague on-boarding/off-boarding as required

• Organizes and files documents

• Maintains working understanding of telephony, meeting, and collaboration technologies

Countries / Regions of Expected Travel: US- very limited. Day trips to NY, CT, NJ or PA once every month or less

Please list out the (up to) top 3 critical skills:

Attention to Detail

Ability to effectively handle multiple priorities

Quick learner, agile and positive approach with all clients and peers.

Proactive

Professional interactions with clients and peers

How many years experience are required?: 3-5 years

What is the minimum education experience required?:

• High School Diploma or equivalent (GED) or higher. Associates degree or greater is preferred

• A minimum of 5 years of experience in an administrative support role required.

• Administrative experience at senior leadership level

Additional Information

All your information will be kept confidential according to EEO guidelines.