Administrative Assistant

New York, NY
Job Terms:
Start date:
Posted By:
Christina Clark

Job Description:

A major client in the Health & Personal Care industry is looking for an Admin Assistant for their internal Design Studio.  You will work globally across the Company’s business segments: Consumer, Pharma, Medical Device and Corporate. By utilizing the power of design, our client optimizes the user experience for consumers, employees, healthcare providers and patients.

Candidate Profile
You are focused and enthusiastic – providing calendar management and maintenance, and expense report preparation for a Senior Leadership team of 9 professionals. You will manage calendars, schedule meetings, arrange minimal domestic and international travel and submit expense reports.

You are a highly organized, talented self-starter and expert problem-solver, with a positive management style that proactively juggles a high volume of requests and tasks simultaneously. You have excellent follow-through and display confidence and good humor when requests and tasks change or have to be revisited and revised.

You additionally have a high level of purpose, take immense pride in the work that you do and will only deliver excellence in work quality while meeting critical deadlines.

Senior Leadership Team Scheduling and Support - Responsibilities
o You will manage, via Microsoft Outlook, the calendars for 9 Senior Design Leaders that includes scheduling, resolving calendar conflicts, managing both one-time and recurring appointments
o You pride yourself on the timeliness of your responses to requests; you communicate quickly and concisely
o Through careful observation of each Leader’s calendar and meeting details you will identify opportunities for time management, including balance of meeting and “desk” time and avoiding unnecessary duplication of meetings
o You will partner and build relationships with the administrative teams of other corporate Leaders to ensure clarity of communication, seamless scheduling and management best practices
o The Leaders have a range of needs, and you will adapt to support that range: 3 with complex calendars and partner relationships; 4 with moderate activity; 2 with minimal activity. All Leaders have Senior Executive visibility with business partners in multiple locations
o You’ll organize and prepare monthly expense reports for Leader submission on the Concur platform, inclusive of reconciling AmEx statements against receipt collection and maintenance of Company mobile phone accounts. By following-up with each Senior Leader, you’ll ensure that all monthly T&E accounts are submitted on time and in full accordance with the Company’s standards and guidelines
o Partner with the Executive Admin and Chief of Staff in order to balance workloads relative to meetings, with priority status given to the Chief Design Officer when requested
o Support the successful outcome of scheduled events/meetings/workshops on an occasional basis by coordinating online catering and order fulfillment as needed (when the Senior Leaders are no longer working remotely)
o You will coordinate and oversee technology requests as necessary to remove roadblocks
o For guests with appointments with the Senior Leaders, you will pre-register visitors using the corporate entry system and remotely liaise with J&J Security to greet and direct guests

o A minimum of a high school diploma is required. Associate’s, Bachelor’s degree or CPS preferred
o Minimum 3 years’ experience of supporting executive level leadership required
o Positive, patient, personable and professional with superior verbal and written skills
o Expert-level experience for Microsoft Outlook
o Tech-savvy for PC and Mac
o Naturally proactive, efficient and highly organized
o Executive-level communications at an expert level
o Persistent attention to detail and consistently dependable with flawless follow-through
o Fast learner with an eagerness to apply those learnings
o Sound judgement, decisive and able to prioritize

The Fine Print
o The position is remote and will require little to no travel
o Your daily schedule is 8:30 – 5:30 with a one-hour lunch break
o Due to the nature of the role, the schedule may shift to accommodate early or late requests in advance, so flexibility is required, however there will be little to no overtime

Above all else
o Friendly, thoughtful and perpetually curious
o Humble to your core with a sharp emotional intelligence
o Able to build trust, even when communicating a dissenting point of view