SummaryThe Administrative Assistant will provide essential support to the Vice President of Global Public Relations and the global PR team. This role involves administrative support, planning and coordinating meetings, conferences, and business travel, along with general office responsibilities such as expense reporting and supplies management.
Responsibilities- Schedule meetings, book conference rooms, arrange dialing instructions, register visitors, and order food if necessary.
- Assist in logistical preparation of conferences and meetings, including site selection, contract finalization, catering coordination, and conference room setup.
- Book and prepare comprehensive travel arrangements for international and domestic itineraries.
- Create and compile detailed Excel and PowerPoint documents for leadership and meetings.
- Partner with procurement and leadership for contract and PO management.
- Provide proactive support for ad hoc projects and deadlines.
- Support global editorial tracking, reports, and recaps for department and senior leadership.
- Initiate and maintain departmental filing, photocopying, and supply ordering.
- Track departmental vacation schedules, time off, and coordinate time-sheets.
- Prepare accurate expense reports and reconcile invoices for key projects.
Requirements- 5+ years of assistant experience.
- Excellent verbal and written communication skills.
- Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
- Strong organizational skills and attention to detail.
- Ability to work independently and as part of a team.
- Highly organized, self-starter with strong initiative.
- Ability to handle multiple projects and prioritize workload.
- Resilient, diplomatic, discreet, and trustworthy.
- Maturity and discretion to handle confidential matters.
- Team player with a proactive personality.
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