Administrative Assistant

POSITION SUMMARY

 

Reporting to the Senior Executive Assistant, the Administrative Assistant plays a critical role in maintaining the smooth function of the Executive Leadership Team. Plans, directs, and coordinates administrative support services to senior management team. 

 

 

 

RESPONSIBILITIES

• Answers telephones, handles calls, and routes to appropriate individuals. Ensures customers, vendors and employees are handled in a professional and courteous manner both on the telephone and in person.
• Effectively manage and execute a wide variety of tasks including, but not limited to: managing executive and/or senior leaders team calendars, organizing domestic and international travel, coordinating meetings and events, order and set up lunches, and preparing presentations, as requested.
• Assists with the completion of expense reports
• Prepare read ahead materials and review schedules in advance of each day
• Participate in meetings as required, prepare confidential meeting minutes and track actions
• Coordinate corporate events such as offsite training and town halls. Support employee morale functions in conjunction with Human Resources.
• Serve as project leader for special initiatives as assigned by the Executive Leadership Team and/or Sr. Executive Assistant.
• Prepares confidential correspondence, reports, and other complex documents
• Manages responsibility for archiving, records retention, data backups, and confidentiality of records
• Maintains an environment that fosters high performance and professional development
• Support compliance efforts
• Other duties as assigned

QUALIFICATIONS

• High School Diploma
• Minimum of 3 years of related experience in a similar role with demonstrated analytical skills.
• High level of effective interpersonal and communication skills, with ability to correspond with senior level clients, leaders, executive and others verbally and in writing.
• Must have strong working ability with MS Office suite and file administration using SharePoint and other software. Desired skills include familiarity with Deltek, Concur and ADP.
• Ability to make administrative and procedural decisions on sensitive and confidential issues.
• Ability to work in a fast-paced environment without direct supervision
• Have the ability, willingness and initiative to organize and lead collaborative efforts among a wide range of individuals and departments.

 

BENEFITS

 

Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.

 

• Medical, Vision & Dental Insurance
• Paid Time-Off Program & Company Paid Holidays
• 401(k) Retirement Plan
• Insurance: Basic Life & Supplemental Life
• Health & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Personal Development & Learning Opportunities
• On-the-job Training, Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach

 

WORKING CONDITIONS

 

Work is typically based in a busy office environment and subject to frequent interruptions. Business work hours are Monday-Friday standard core hours, however some extended or weekend hours may be required.