Administrative Assistant

Description:

The Administrative Assistant is responsible for ensuring the ongoing productivity and effectiveness for executives of assigned areas of the organization and their teams. This includes administrative and project support. This role is an in-office position and works regular office hours with occasional evenings and weekends.

Demonstrate cross-functional collaboration to effectively support the executives and their team’s productivity while maintaining the highest standard of confidentiality, professionalism, and discretion regarding all company and customer information

Provide a high level of responsiveness to executive ad-hoc requests related to project management, presentation development, and business analysis

Manage and coordinate multiple calendars and schedule requests to arrange productive in-person and virtual meetings and events

Create agendas, coordinate, and prepare materials, capture and distribute meeting minutes and follow-up tasks to ensure the completion of matters related to day-to-day operations, as well as special projects

Communicate effectively with key business partners to understand projects and drive next steps

Develop correspondence, spreadsheets, reports, presentations, and surveys using advanced features in the Microsoft Suite software, as well as other software and technology

Create, collect, and maintain internal resources and documentation on collaboration sites including SharePoint and the Jewelers Mutual intranet

Proofread and provide suggested edits to documentation prior to distribution to internal and/or external parties

Arrange travel reservations, technology and meeting logistics, event planning and catering, which includes the analysis of multiple options to meet the needs of the traveler/meeting attendees while maximizing cost savings for the company

Code and submit expenses and invoices to the appropriate business area(s), and report budget variances regularly Work with the Vendor Management Office and Legal Department, as needed, to initiate non-disclosure agreements, contracts, and service level agreements with external parties and assist with renewals and vendor invoicing, as requested

Skills:

Administration, Project coordination, Calendar management, Office suite, Project plan, project management, Excel

Additional Skills & Qualifications:

Associate’s degree in a related field required, Bachelor’s degree preferred

Minimum of three years of experience supporting executives in a fast paced, innovative atmosphere

Experience working with high-performing teams in complex environments

Proficiency in common software applications, including MS Office Suite, Outlook, PowerPoint, SharePoint, and Visio.

Interact with a positive attitude, professionalism, and discretion with the ability to create and maintain relationships with a wide range of stakeholders at all levels of the organization

Skillful execution of administrative activities with high attention to detail, strong organizational and time management skills, and the ability to prioritize and follow-up

Self-motivated, takes initiative, and able to multi-task and shift course with speed and decisiveness

Sound judgment, anticipates needs/issues, and is a resourceful problem solver

Outstanding written and verbal communication skills, as well as interpersonal skills

Demonstrated experience creating compelling, engaging communications through a variety of mediums, including written/email, PowerPoint, intranet, and videos with adaptability to learn new tools

Experience organizing large events both in person and virtual from conception to logistical implementation

Passion for building a learning culture that encourages professional growth and career development

Insurance, legal, regulatory, and/or jewelry industry experience is desired, but not required

Experience Level:

Intermediate Level

About TEKsystems:

Were partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. Thats the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.