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Sr. Administrative Assistant III in Raleigh, NC with Greene Resources

Date Posted: 6/5/2018

Job Snapshot

Job Description


Job Number: 30368


Sr. Administrative Assistant III


Job Description:

Our client, a global nonprofit research organization in RTP, is seeking an experienced, driven and energetic Sr. Administrative Assistant to provide high-level administrative support to the Senior Vice President (SVP) of the Education and Workforce Development Unit (EWD). This position will serve as a gatekeeper and right-hand person to the SVP whose primary focus is on strategic growth of the unit. The Unit has a diverse portfolio of work that includes a wide range of educational research topics, from advancing newborn screening to promoting access to and persistence in post-secondary education. The ideal candidate will be able to proactively manage the SVP's busy calendar efficiently (prepared and remaining 2-weeks ahead of events), organize materials and communications, prioritize tasks and engagements, schedule; meetings, trips, conferences, and private appointments, make national and international travel arrangements, and process expenses. All tasks must be done using appropriate corporate programs and systems and apps such as Outlook, TEAMS, SharePoint, and Concur. Candidate must be a self-starter with excellent communication skills, attention to detail, and possess a professional and personable demeanor. This position is a three month contract to hire opportunity located in Research Triangle Park, NC. Please include a cover letter when applying for the position.


Responsibilities:


  • Manage SVP's demanding daily calendar, schedule meetings, review weekly and daily to resolve and avoid conflicts, respond to meeting requests and invitations from numerous parties, and assemble needed materials for meetings

  • Rapid response to urgent requests and keep up with current schedule requests/changes

  • Communicate regularly and clearly with senior vice president and staff regarding schedule conflicts and issues regarding availability; Provide suggestions for resolution

  • Meet with senior vice president weekly, with sufficient time to cover the topics 1 - 2 weeks in advance, review the calendar for at least the current and next week, and create any agendas needed for those calendar events

  • Establish working criteria for prioritization of topics and people to aid in decision making when conflicts arise

  • Managing a calendar, hour by hour, for SVP who travels globally at least five times per year and within United States monthly

  • Prepare materials in advance of scheduled meetings to allow time to review/revisions

  • Prepare and distribute agenda for Core and Strategic Leader Meetings, attend meetings, record action items, decisions, and main points of discussion during meetings, distribute to team, through shared dashboard (TEAMS, SharePoint, Net-work Drive), for follow-up, and track follow-up and actions to completion

  • Coordinate activities related to corporate deadlines such as quarterly professional development check-in meetings, salary review process, internal research and development and professional development award submissions

  • Assist with coordinating maintenance, repair, upgrades to senior vice president's office and computer equipment using appropriate corporate resources such as Marketplace procurement system, IT Help Desk

  • Coordinate travel and conference attendance for SVP; Book flights and hotels using corporate travel agency/Concur system; Register for conferences as appropriate

  • Prepare and submit required documents for travel visas, travel authorizations, passports, etc.

  • Add travel, hotel and conference information to calendar using automated tools (i.e., TripIt) when available

  • Prepare and submit expense reports within the specified timelines

  • Understand department and organizational structure, operations, policies and procedures with the ability to facilitate response to staff questions and/or communicate information

  • Ability to diplomatically communicate with various levels of the organization to request or provide information

  • Maintain confidentiality of sensitive business and employee information; handles sensitive documents with discretion, and sound judgment

  • Other duties as assigned


Education Requirements:


  • Bachelor's degree plus 10 years' experience in similar or same role

  • Experience as an executive or senior administrative assistant position/role, supporting one vice president, senior vice president, executive vice president or CEO for 5+ years


Desired Background/Skills:


  • Experience with Concur Online Travel & Expense System preferred

  • Experience with Sales Force preferred

  • Experience with commonly used time management systems (i.e. ADP) preferred

  • Experience with internal instant messaging systems such as Google Chat, Hip Chat, Skype, Microsoft Teams, etc. preferred


Qualifications:


  • Demonstrated ability to work with high level of confidentiality, strong organizational, communications, computer and administrative skill

  • Management of calendar and expenses for a VP or higher role who travels globally at least five times per year and within United States monthly

  • Strong verbal communication skills and an inclination to over communicate for clarity and transparency purposes

  • Established professional judgement on various forms of communication methods to effectively manage information sharing

  • High level written communications skills and sense of topics necessary to document in writing verses verbal communication

  • Exemplary prioritization, planning and time management skills

  • Excellent attention to details

  • Strong problem-solving skills including critical thinking to support a solution-oriented approach to everyday work

  • Must be proficient in Microsoft Outlook, Word, PowerPoint, Visio, and Excel

  • Must be proficient in at least one web conferencing system such as WebEx, Skype, Go to Webinar, Adobe Connect

  • Ability to multitask and prioritize daily workload

  • Ability to work independently and with teams, and to establish and maintain good working relationships with managers, coworkers, and clients

  • Applicants must be legally authorized to work in the United States and should not require now, or in the future, sponsorship for employment visa status

  • Flexibility, drive, and energy; the ability to manage multiple activities with a broad range of stakeholders

  • Experience working within and across multiple personalities and competing priorities while keeping Senior VP's needs/goals at the forefront of all decision making

  • Longevity in previous positions


Other Information: