Summary
The Administrative Assistant will provide high level administrative support to the Vice President and the broader team, managing calendars, coordinating meetings and travel, preparing presentations and reports, handling expense reconciliation, and supporting departmental operations and special projects.
Responsibilities
- Provide administrative support and strategic calendar management for the Vice President
- Act as first-line contact for the VP and coordinate meetings and conference calls
- Coordinate major executive meetings and accommodate complex schedules
- Book domestic and international travel and manage related documentation
- Prepare and compile presentations and detailed Excel and Powerpoint materials
- Complete expense reporting and reconciliation via Expense Visor
- Submit and follow up on IT and facilities requests
- Ensure functionality of office equipment such as printers and scanners
- Ship materials including presentation materials and client gifts as needed
Requirements
- At least 4 years of administrative experience supporting senior executives
- Experience overseeing executive calendar management and travel
- Strong organization and deadline driven work style
- Demonstrated mastery of Microsoft Office with emphasis on Powerpoint and Excel
- Business writing and diplomatic verbal communication skills
- Ability to handle changing priorities and support special projects
- Exposure to art galleries and events is preferred
- Bachelor's degree and corporate experience preferred
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