Administrative Assistant

» Administrative Assistant
Clerical & Administrative
in Orlando
, FL
Reference: 19-03342

Description:

The Administrative Assistant is responsible for answering phones, preparation and distribution of incoming and outgoing mail, faxes, greeting/assisting visitors and other duties in support of senior management staff. The Administrative Assistant’s responsibilities include: secretarial, conference, events and travel planning. The individual must be comfortable working in a fast paced environment, where being flexible is of utmost importance. Strong collaboration and intuition will be required as the scheduling of meetings/appointments and travel occupy much of the Administrative Assistant’s time. The job function is straightforward and is a truly dedicated support role. However, applicants must be aware that the pace in which this department works requires an ability to remain focused and organized.

Essential Job Functions:

  • Coordinate travel arrangements including travel itineraries, and agendas. As needed, set up travel profiles using corporate travel program and coordinate travel options in coordination with corporate travel arrangements.
  • Correspondence and communication with senior level execs ensuring the communication is thorough (transparent and discreet as required)
  • Compile/verify all travel and incentive related receipts and tallies expense reports for final sign-off
  • Perform expense reconciliation, as needed communicating with numerous sources to solve disputes in timely manner
  • Compile/develop, and design reports and/or presentations

Responsibilities:

  • Coordinate/manage meeting planner
  • Filing

Minimum Requirements and Qualifications:

  • High School diploma or GED required
  • IAAP (International Association of Administrative Professional) Certification, preferred

Knowledge and Skills:

  • The ability to maintain confidentiality at all times and without exception
  • Ability to build relationships at all levels within the organization
  • The desire to partner with the Administrative Assistants and Executive Assistants across the enterprise
  • Flexibility to multi-task, while maintaining ability to be detail-oriented
  • Professional demeanor to all those he/she comes in contact with (both inside and outside of the organization)
  • Ability to stand ground while being approachable
  • The desire to perform tasks at a level that is better than expected
  • Possession of a quiet confidence
  • Ability to effectively deal with internal and external customers, some of whom will require high level of patience, tact and diplomacy

Technical Skills:

  • Advanced skill level in Microsoft Office (Outlook, Word, Excel, PowerPoint)
  • 3-5 years of Administrative Assistant experience supporting senior executives