Senior Administrative Assistant (Hybrid)
Vestmark is looking for a Senior Administrative Assistant to provide support to the CEO and the executive team. The role will report to the Chief People Officer to assist management through both daily and long term strategic executive initiatives. A successful candidate will be able to understand the team's requirements and to provide services in a what which significantly contributes to their overall performance and effectiveness.
Responsibilities:
- Calendar management (through Microsoft Outlook) for several Executive team members, including scheduling, prioritizing and managing conflicting responsibilities
- Coordinate internal and external meetings being responsible for meeting planning and organization, scheduling attendees, booking conference rooms, catering and meeting materials
- Process travel and expense reports for Executives using the Concur Travel & Expense system
- Main point of contact between Executives and with employees/clients
- Organize and attend weekly/monthly team meetings, prepare meeting minutes (when necessary) and to follow up on actions items which will hold people accountable
- Respond promptly to Executives’/managers’ queries, assessing their needs and suggesting effective solutions
- Assist with planning executive and company events
- Draft and design presentations and reports using Microsoft Office Suite, particularly with PowerPoint, Word and Excel
- Work closely with other administrative assistants, triaging internal, client, and other external stakeholder priorities
- Work on various projects in collaboration with other administrative staff supporting members of cross-functional teams
- As part of the Human Resources Team, provide additional support throughout the organization when necessary (i.e., front desk coverage, manage inventory, etc.) to drive employee onboarding and engagement activities
- Other duties as assigned
Requirements:
- 3+ years of administrative assistance experience
- Associate's degree required, bachelor's preferred
- Expert-level experience with Microsoft Office, specifically Outlook, Word and PowerPoint
- Demonstrated experience handling confidential information with discretion
- Strong attention to detail, follow-through and ability to multitask
- Excellent written and verbal communication skills
- Organized and efficient work style with the ability to keep track of several competing and demanding priorities
- Able to thrive in a fast-paced environment with minimal supervision
- Constructive and positive interpersonal skills (enthusiastic, upbeat and flexible) with the ability to interface effectively with a wide variety of internal and external clients
- Thoughtful, service-oriented attitude, exhibiting a professional approach to projects and interfaces