Administrative/Executive Assistant (Finance)
Position Description
The Administrative/Executive* Assistant will support the Vice President-Pipeline Administration as well as provide administrative support to the department by managing office operations, calendar management, planning meetings and providing general administrative support in a fast-paced environment.
Description of duties includes:
- Provide various office services to assigned management and staff
- Perform a wide range of administrative and general support duties
- Provide support to other Executive Assistant as needed
- Maintain and coordinate calendars, including scheduling appointments and arranging meetings
- Prepare and maintain reports and other spreadsheet tracking using Excel
- Assist in onboarding new team members by creating a welcoming and supportive environment
- Review and coordinate schedules, expense reports, travel requests, vacation schedules, and maintain electronic time entry for department
- Organize events with vendors and oversee event execution
- Coordinate internal and external meetings and/or training
- Compose routine and non-routine correspondence
- Effectively handle phone calls and mail distribution
- Greet and provide general support to visitors
- Work accurately and productively with competing priorities and tight time constraints
- This key position must manage confidential and sensitive information appropriately with great attention to detail
- Perform other duties as assigned
Position Requirements
- A high school diploma or equivalent is required
- Minimum of 3 years of progressive administrative experience in a fast-paced and detail-oriented office environment
- Must be able to prioritize and complete work timely as well as in an organized fashion
- A self- starter with the ability to work with minimal supervision
- Strong organizational skills with the ability to effectively manage projects and assignments, and maintain accurate records
- Must be able to work with a team, take direction from staff, follow work rules, and adhere to established work schedules including vacation coordination
- Must be flexible and adaptable to change
- Administrative excellence including strong attention to detail coupled with the ability to identify and resolve issues/problems of varying complexity
- Must have strong verbal and written communication skills to communicate with various audiences both internally and outside the organization; Discretion is critical.
- Fully proficient in using Microsoft applications (Outlook, Word, Excel, PowerPoint); Word skills must be at an intermediate to advanced level
- Requires a high level of tact and integrity due to the frequency of senior-level internal and external contacts
- Regular and predictable attendance is required
- Overtime may be required with little or no notice
- Associate's or Bachelor's degree
- 5+ years of administrative experience
- Prior experience with the following systems: Concur, Lawson, Kronos/WFM timekeeping system
EQUAL OPPORTUNITY EMPLOYER STATEMENT: We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.
