Job Description

We are seeking a strong administrative assistant to support a group within our busy executive team.

THE PERSON: You are a strong communicator with the ability to multi-task and drive deliverables through to completion. Detail oriented and accurate, you balance a number of priorities and requests on a daily and weekly basis. You are both customer and client-focussed and ensure a positive experience with those who seek your assistance.

RESPONSIBILITIES:

New Hire Coordination:

Coordinate interview schedules for incoming candidates by working with hiring managers and talent acquisition personnel.

Coordinate new hire starts: ordering and configuration of hardware, requesting account access, and creating a great feel-good first day for our new employees

Must be able to multi-task

CALENDARING·

Comfortable working with different time zones.

Very organized

TRAVEL ARRANGEMENTS:

Arranges domestic and international travel schedule and reservations for a group of 90 including multi-destination legs. Upon completion of travel, prepare expense reports and ensure submission in a timely fashion.

Sets up and maintains electronic and hard copy filing system

Orders and maintains inventory of departmental supplies. Coordinates necessary equipment or facilities repairs or changes

Prepare and modify travel documents in support for executive members

Communicates and follows-up with clients using a set process

SHIPPING:

Coordinate shipping as necessary with mailroom staff

PO's-This is a “Nice to have"

Data entry of purchase orders into an SAP financial system.

EVENT COORDINATING:

Coordinate team building events

Coordinate team offsites

Coordinate meetings requiring meals, sometimes involving outside guests