Provide administrative support in a team-oriented environment; Flexibility to support varying teams and cover where necessary.
Proactive and detailed calendar management across multiple time zones, prioritize meeting requests, including coordination of complex meetings and phone/video conference calls.
Manage a high volume of incoming phone calls; take detailed and accurate messages while interacting with high level business leaders and clients in a professional manner.
Coordinates domestic and international travel arrangements as required, including visa procurement, and processes expense reports or related invoices in a timely manner.
Arrange internal and client meetings on and off the campus – working with conference services to book conference rooms and catering, register guests, ensure materials organized.
Perform general administrative duties including but not limited to phone answering, time entry, copying, scanning, filing, mailing, archiving and other ad hoc projects as requested.
Handles highly confidential and sensitive client information with utmost discretion.
Act as an integral member of the team; maintaining a high level of awareness of current priorities and support required.
Adhere to Compliance regulations and gain the relevant approvals.
Required Skills:
Experience as an Administrative Assistant supporting executives in a complex environment, preferably in financial services, private sector or government.
Ability to exercise excellent judgement and discretion in dealing with confidential material or handling highly sensitive information.
Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally
Calm under pressure, can prioritize and handle multiple tasks efficiently and effectively in a busy environment
Requires excellent interpersonal and communication skills, both written & verbal.
Ability to display a consistent, professional degree of communication.
Extreme attention to detail and organizational skills, with ability to prioritize tasks.
Quick learner and self-starter with excellent anticipation skills.
Pro-active problem solver and independent thinker; ability to follow-up as often as necessary.
Highest degree of integrity, professionalism, and diplomacy is required.
Strong proficiency in MS Word, Excel, PowerPoint, Outlook and Zoom is required.
Familiar with expense platforms such as SAP Concur.
Supportive team player with a positive attitude.
Applicant Notices & Disclaimers
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At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $29.00/hr.
