• Administrative Assistant

    Posted Date 2 weeks ago(5/10/2018 12:18 PM)
    ID
    2018-2942
    # of Openings
    1
    Category
    Administrative
    Work Site - City
    Virginia Beach
    Department
    Corporate Operations - Administration
    Work Site - State
    VA
    Security Clearance Level
    None Required
    Maximum Expected Travel
    None
    Type
    Regular Full-Time
    Remote/Telecommute Available?
    No - Applicants Must be Local to Work Site
  • Job Overview & Responsibilities

    This role is responsible for handling administrative duties in support of an individual executive manager or multiple executive managers, to include calendar management, meeting planning and coordination, travel planning, expense reporting and other team/functional reporting as required to ensure the smooth administration of the team. This role also provides administrative support to the executive’s team members as it pertains to team meetings and events, presentations, customer visits or other team support duties as directed. This position works under general supervision. Handles moderate to complex duties with some discretion to deviate from standard practice.

     

    Responsibilities and Essential Duties:

    • Provide administrative support to the assigned executive manager(s) to include greeting and handling guests/visitors, answering phones, handling messages and other daily tasks for the executive as necessary.
    • Maintain the highest level of confidentiality in all matters and information shared as part of supporting the executive(s).
    • Manage the executive’s calendar and associated team calendaring needs.
    • Plan, organize and coordinate team meetings and other events, both internal and off-site. Determine budget, space requirements, food and IT needs and coordinate with outside vendors to secure the appropriate venue and needs for each event. Attend and oversee the event.
    • Scribe meetings notes and publish as appropriate. Collect meeting agenda items and assist with follow up on open items, per executive’s direction.
    • Coordinate travel arrangements for executive(s) and other team members as designated.
    • Collect business receipts, compile and complete expense processing, using the Concur system.
    • Generate and maintain sales reports and/or other departmental reports as requested.
    • Provide support for internal team presentations development to include reviewing for format consistency and editing for grammar and accuracy.
    • Participate in company-wide or local office events planning as requested. May be asked to handle certain administrative/coordination tasks in support of a larger company initiative, working with other administrative staff members or other functional teams, such as Marketing, Human Resources.
    • Provide desk coverage for receptionist’s meal period, as assigned in weekly rotation with other administrative support staff.
    • Other duties as assigned.

    Qualifications

    Required Education and Experience

    • High school diploma or equivalent experience; some college desired
    • 2 – 3 years’ general administrative support experience in a professional office environment
    • Some experience coordinating business meetings and event management

     

    Preferred Education and Experience

    • Associate’s degree
    • 4-5 years’ experience providing administrative support to executive level staff

     

    Knowledge/Skills/Abilities

    • Flexibility
    • Communication Proficiency, written and oral
    • Collaboration Skills
    • Customer/Client Focus
    • Technical Capacity: MS Office Suite - Outlook, Excel, Word, PowerPoint
    • Problem Solving
    • Organization

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