Job descriptionThis is a high-level administrative position responsible for the coordination of administrative assistance, projects, and support of the Executives. Function as a primary contact for internal and external calls and inquiries relating to instructions, meeting arrangements, policies and procedures or other questions. Project coordination will include research, organization of efforts between various departments & entities, assimilation of data for appropriate written and verbal communication or presentations. The position is responsible for confidential and time sensitive information and materials
Provide a high level of administrative support to the Executives. Includes composition of letters, mail, routing or handling of incoming phone calls, meeting scheduling, travel arrangements, support for presentations, and maintains department records (i.e. payroll filing, attendance records, etc.).
Sort, prioritize and respond to internal and external inquiries via email, phone or mail. Refer to proper individual as needed and follow-up on own initiative.
Manage schedules electronically, including planning and scheduling meetings, conferences, appointments and travel.
Compose routine correspondence and prepare drafts of documents, including complex spreadsheets, presentations, agendas or programs.
Take ownership of inquiries and provide policy and department information and explanations to staff as appropriate.
Create and maintain databases and perform analysis for various Innovation departments. Develop and maintain complex databases, spreadsheets or project plans.
Coordinate projects involving research, coordination of efforts between various departments, assimilation of data for appropriate written and prepare and distribute reports.
Develop filing or other organizational systems and monitor to for efficiencies.
Monitor and maintain budget records, reconcile accounts, and track invoices for the International staff. Follow-up and reconcile accounting discrepancies.
Prepare and manage periodic department reports, defining and evaluating problems and recommending solutions.
Provide advanced clerical support prioritizes mail; develops agendas/programs
Handles special projects as assigned.
Minimum Skills, Knowledge and Abilities
Bachelor’s degree, minimum of five (5) years’ related experience, or equivalent combination of education and experience.
Prior experience providing support to broad levels of the organization, from executives to new hires.
Evidence of experience handling confidential and proprietary information.
Demonstrated planning and prioritization skills with the ability to manage multiple, priorities.
Presents a professional degree of communication skills in person, on phone, by e-mail and letter.
Evidence of ability to handle variety of situations or issues using discretion and judgment.
Demonstrated high level of research, analytical and problem-solving skills.
Evidence of computer proficiency with advanced skills in Microsoft Word, Excel and PowerPoint.
Demonstrated initiative and motivation with a self-starting attitude and willingness to take on additional challenges.
Works in a normal office environment where there is no physical discomfort due to temperature, dust and the like.
Works in an open area where there are frequent interruptions and distractions due to noise, traffic, etc.
Frequent visual/auditory attention.
May be required to travel on occasion.
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