Associate II, Administrative Assistant

Job Description

The Associate II Administrative Assistant plays a pivotal role in providing comprehensive administrative support to director-level managers within Headquarters (HQ). This position requires a high degree of professionalism, discretion, and the ability to manage sensitive information. The ideal candidate will demonstrate exceptional organizational skills, adaptability to dynamic environments, and a proactive approach to problem-solving.

Key Responsibilities The Associate II Administrative Assistant will be responsible for, but not limited to, the following:

Calendar and Meeting Management: Efficiently manage and maintain the calendars of directors, including scheduling meetings, blocking time for work, travel, and vacations. Proactively identify and resolve scheduling conflicts.

• Meeting Logistics: Organize and coordinate logistics for both large-scale and small-scale meetings, ensuring all necessary materials and resources are prepared in advance.
• Communication and CorrespondenceEmail Management: Oversee the Outlook inbox, including maintaining team distribution lists, managing email correspondence, and responding to meeting invites in a timely manner.
• Professional Correspondence: Draft, edit, and distribute correspondence on behalf of executives, ensuring clarity and professionalism in all communications.

Travel and Expense Managagement

• Schedule and manage complex domestic travel arrangements, including researching options, booking flights, accommodations, and collaborating with the travel team to ensure seamless travel experiences.
• Expense Reporting: Process expense reimbursements by inputting receipts, creating, modifying, and submitting expense reports through SAP, Concur, and Ariba systems.

Onboarding and Team Management

• Onboarding Support: Facilitate the onboarding process for new hires, employee offboarding, including the management of hardware, fleet assignments, business cards, and other necessary resources.

Confidentiality and Professionalism

• Sensitive Information Handling: Exercise discretion and maintain confidentiality in handling sensitive information and situations, ensuring compliance with organizational policies.
• Professional Conduct: Uphold a high standard of professionalism in all interactions with internal and external stakeholders.
• Project Management and AdaptabilityTask Prioritization: Effectively manage multiple competing tasks and priorities in a deadline-driven environment, demonstrating the ability to adapt quickly to changing situations.
• Ad-Hoc Projects: Assist with various ad-hoc projects as needed, contributing to the overall efficiency and effectiveness of the administrative team.

Qualifications

• Education: High School Diploma or equivalent; additional education or certifications in office administration or related fields is a plus.
• Experience and Skills
• Experience: Minimum of 3 years of administrative assistance or support experience in a corporate environment.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) and familiarity with internal company systems.
• Travel Coordination: Proven experience in scheduling and coordinating complex, multi-leg domestic travel arrangements.
• Expense Management Systems: Proficient in using SAP, Concur, and Ariba for processing expense reports, purchase orders, and payment requests.
• Communication Skills: Exceptional written and verbal communication skills, with the ability to interact effectively with executives and clients.
• Confidentiality: Strong understanding of the importance of confidentiality and professionalism in handling sensitive information.
• Analytical Skills: Ability to develop reports, presentations, tables, graphs, and conduct light research using appropriate software tools.
• Work Environment: This position requires the ability to work independently and collaboratively within a team setting. The Associate II Administrative Assistant must demonstrate self-direction, motivation, and a proactive approach to anticipating the needs of executives and the team.

#MSJR

The salary range for this role is: $63,800 - $100,400

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to relevant education, qualifications, certifications, experience, skills, geographic location, government requirements, and business or organizational needs.

The successful candidate will be eligible for annual bonus and long-term incentive, if applicable.

We offer a comprehensive package of benefits. Available benefits include medical, dental, vision healthcare and other insurance benefits (for employee and family), retirement benefits, including 401(k), paid holidays, vacation, and compassionate and sick days.

Required Skills:

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