Administrative Assistant
- 📁
- Administration
- 💼
- FCBCURE
- 📅
- 1900013A Requisition #
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JOB SUMMARY
The Administrative Assistant provides general administrative support to team members. T&E support provided to VPs and above.
ESSENTIAL FUNCTIONS
Administrative
Answers telephone calls and receives messages, coordinates travel, expenses, calendar management, meeting coordination and room set up. Perform other administrative tasks as required.
JOB DUTIES & RESPONSIBILITIES
Comments
• Handles all business related travel (transportation and lodging) for senior managers.
• Prepares and monitors all expense reports and handles any expense issues (through Concur and Omaha Processing Center) for senior managers.
• Assists with new business presentations; often coordinating group travel logistics.
• Miscellaneous administrative duties (copying, faxing, filing, distributing photocopies, memos, assembling presentation decks, etc., as requested).
• Coordinates with client counterparts (external admins) for scheduling client meetings, teleconferences, etc.
• Reserves and prepares conference rooms for client meetings – room set up, AV, catering, supplies, etc.
• Arranges for teleconference or WebEx via BT Conferencing, sending invites to all participants.
• Answers telephone for EVP, always knowing how to locate manager when necessary.
• Maintains contact sheets, both internal and client.
• Creates/maintains team org charts.
• May input timesheets for senior managers.
• Manage PTO calendar for team.
• Registers guests with the security system.
• Meet/greet guests at reception and escort to appropriate office/conference room.
• Prepares materials for overnight shipments including packaging, all paperwork, etc.
• Orders office supplies.
• Prepares for off-site storage, fills out and maintains all paperwork for tracking.
• Prepares new hire profiles set ups, i.e.: Concur, Amex Travel, Car Service, etc.
• Requests delegate access to Outlook, Concur and Amex Travel.
• Provides assistance to other teams when other Admins are out of the office.
• Reception duty as needed.
• Flexible with overtime.
EDUCATION
DEGREE/DIPLOMA
AREA OF STUDY
REQUIRED/PREFERRED
LICENSES & CERTIFICATIONS
N/A
EXPERIENCE
MIN EXPERIENCE
AREA OF EXPERIENCE
REQUIRED/PREFERRED
Microsoft Office
Making Travel Arrangements
Managing Calendars
Experience of Infrastructure (physical and logical) Troubleshooting and Support
KNOWLEDGE & SKILLS
Microsoft Office
Proficiency in Microsoft Word, Excel, PowerPoint
Concur
Proficiency in Concur expense management system
COMPETENCIES
Communication
Is attentive and shows interest in the subject; Expresses ideas clearly and accurately
Collaboration
Ability to work effectively in a team environment to build and foster collaborative environment
Organization
Creates clear goals, identifies and finds the resources (e.g. time, people, materials) needed to achieve them, and schedules tasks so that work is completed on time
The Administrative Assistant provides general administrative support to team members. T&E support provided to VPs and above.
ESSENTIAL FUNCTIONS
Administrative
Answers telephone calls and receives messages, coordinates travel, expenses, calendar management, meeting coordination and room set up. Perform other administrative tasks as required.
JOB DUTIES & RESPONSIBILITIES
Comments
• Handles all business related travel (transportation and lodging) for senior managers.
• Prepares and monitors all expense reports and handles any expense issues (through Concur and Omaha Processing Center) for senior managers.
• Assists with new business presentations; often coordinating group travel logistics.
• Miscellaneous administrative duties (copying, faxing, filing, distributing photocopies, memos, assembling presentation decks, etc., as requested).
• Coordinates with client counterparts (external admins) for scheduling client meetings, teleconferences, etc.
• Reserves and prepares conference rooms for client meetings – room set up, AV, catering, supplies, etc.
• Arranges for teleconference or WebEx via BT Conferencing, sending invites to all participants.
• Answers telephone for EVP, always knowing how to locate manager when necessary.
• Maintains contact sheets, both internal and client.
• Creates/maintains team org charts.
• May input timesheets for senior managers.
• Manage PTO calendar for team.
• Registers guests with the security system.
• Meet/greet guests at reception and escort to appropriate office/conference room.
• Prepares materials for overnight shipments including packaging, all paperwork, etc.
• Orders office supplies.
• Prepares for off-site storage, fills out and maintains all paperwork for tracking.
• Prepares new hire profiles set ups, i.e.: Concur, Amex Travel, Car Service, etc.
• Requests delegate access to Outlook, Concur and Amex Travel.
• Provides assistance to other teams when other Admins are out of the office.
• Reception duty as needed.
• Flexible with overtime.
EDUCATION
DEGREE/DIPLOMA
AREA OF STUDY
REQUIRED/PREFERRED
LICENSES & CERTIFICATIONS
N/A
EXPERIENCE
MIN EXPERIENCE
AREA OF EXPERIENCE
REQUIRED/PREFERRED
Microsoft Office
Making Travel Arrangements
Managing Calendars
Experience of Infrastructure (physical and logical) Troubleshooting and Support
KNOWLEDGE & SKILLS
Microsoft Office
Proficiency in Microsoft Word, Excel, PowerPoint
Concur
Proficiency in Concur expense management system
COMPETENCIES
Communication
Is attentive and shows interest in the subject; Expresses ideas clearly and accurately
Collaboration
Ability to work effectively in a team environment to build and foster collaborative environment
Organization
Creates clear goals, identifies and finds the resources (e.g. time, people, materials) needed to achieve them, and schedules tasks so that work is completed on time