Administrative Assistant

Role overview

This position is a six-month contract with the possibility of transitioning into a full-time role. The successful candidate will be organized, proactive, and able to communicate clearly while managing multiple priorities and working to tight deadlines.

Key responsibilities

• Keep leadership calendars current, accurate, and well organized.
• Arrange meetings quickly and correctly while balancing shifting priorities.
• Monitor schedules ahead of time for conflicts and address them early, ideally at least two weeks in advance.
• Make calendar adjustments independently when the solution is clear, or consult the manager when clarification is needed.
• Build in enough travel time between buildings and help the manager stay on schedule with timely reminders.
• Avoid setting up meetings that would require unnecessary back-and-forth travel; when meetings are in another building, try to place them around travel periods or near the end of the day.
• Ensure all meeting resources are updated when schedules change, including rooms, 1DECK, video conferencing, and related tools.
• Plan skip-level meetings evenly throughout the year and track their completion.
• Support travel planning thoroughly by anticipating needs and arranging details in advance.
• Enter all travel details into the manager’s calendar at the right times for easy reference.

Required technical skills

The role requires confidence using common office software, including Microsoft Word, Excel, PowerPoint, Lotus Notes, and Visio.

Additional information

This assignment is intended to begin as a six-month contract and may convert to full-time employment afterward.

The position calls for someone who takes initiative, handles multiple priorities well, and maintains a high standard of accuracy and professionalism.