Administrative Assistant

Duration: 6+ Months

The Administrative Assistant to the VP, Global Business Services is responsible for providing general administrative support to GBS leadership team, including scheduling meetings, processing requisitions and invoices, supporting clerical needs, making travel arrangements, and submitting expense reports
ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Supporting department managers with clerical activities, including preparation of reports, presentations, memos, letters, spreadsheets, databases and other documents.
• Assist with printing, copying, faxing, filing documents, opening and scanning mail and answering telephone calls.
• Plan and schedule meetings; reserving and preparing conference rooms, arranging teleconferences and planning food services; assist with planning department events
• Maintain calendars, appointments and schedules
• Arrange travel plans and itineraries and process expense reports
• Provide administrative support for business systems including department website, customer portal and customer invoicing
• Track and monitor renewals for departmental vendor contracts, Master Services Agreements, Proposals, Statement(s) of Work (SOW) and Amendments to existing contracts or SOW’s.
• Prepare and process requisitions, receipts, check requests, invoices and purchase orders for products, services and fees; partner with Accounts Payable on payments.
• Function as the department on-boarding coordinator; coordinate workspace and procurement of security access card, business cards, office equipment, laptop, software and company issued cell phones, corporate cards, visas and passports; provide brief training on Integra programs; provide tours of campus; ensure that staff have necessary office supplies.
• Work with Corporate Facilities regarding the allocation of space for the department and act as primary contact for corporate facilities related issues and concerns;
• Periodically serve as receptionist, answering phones and directing calls
• Perform activities in support of Customer Service such as preparing and distributing customer communications, sending email communications to customers and performing customer outreach calls
• Maintain organizational charts and training records
• Order and maintain office supplies
• Maintain confidentiality of business information
• Perform other duties and projects as assigned

DESIRED MINIMUM QUALIFICATIONS
The requirements listed below are representative of the knowledge, skill and/or ability required for his position.

Experience:
Minimum 3-5 years in an administrative capacity requiring discretion and/or confidentiality

• Excellent Microsoft office skills
• Outstanding communication skills, both verbal and written
• Superior organization and interpersonal skills
• Oracle e-Business skills highly desirable
• Detail oriented with the ability to investigate and resolve problems
• Ability to multi-task in a fast-paced environment
• In an effort to minimize the spread of the coronavirus and protect our employees, all new hires in the US and Puerto Rico will need to be fully vaccinated for COVID-19 to be considered for employment with Client, unless eligible for an accommodation as provided by law
• This position will require in-office work

Education:

• College degree preferred

Shift:

Monday -Friday