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Design Administrative Assistant

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Providing advanced, dedicated administrative support of a confidential and complex nature to one or more executives. Handles confidential and non-routine information. Exercises independent judgment and discretion in making decisions and carries out activities following general guidelines. Demonstrates the ability to perform effectively with limited direction.

Responsibilities and essential job functions include but are not limited to the following: Provides administrative support to one or more executives. Proactively manages executive calendars with attention to accuracy, detail and allocation of time and resources to promote productivity and successful execution of executive and team goals and objectives. Recognizes the need to re-prioritize as appropriate if business initiatives change and acts independently to realign executive priorities. Performs general administrative activities including screening and directing incoming phone calls, composing and typing general correspondence including emails and prioritizing, distributing and acting on mail. Serves as a point of contact for the business unit or department. Answers questions, directs requests to appropriate partners and works with other partners effectively to exchange information. Escorts visitors. May organize, host and facilitate activities such as team and cross functional meetings, conferences and department activities. Directs and executes complex administrative projects including coordinating, tracking or analyzing budgets; researching information to respond to questions; updating databases and organizational charts; creating monthly reports or analyses; organizing large volumes of materials. May research background material and collect data for reports, meetings, events and correspondence. Utilizes advanced technical skills to create dynamic charts, tables, graphs and presentation materials, sometimes containing confidential content, ensuring that the final product has been edited for spelling, grammar and layout. Works with facilities department in planning and organizing team space maintenance and facilities moves. Provides support and resources to department hiring managers for new partner setup and immersion activities. Organizes and schedules team and department meetings, arranges for live and telepresence audiovisual equipment, sets up meeting facilities and may take meeting minutes. Initiates special projects and process improvements based upon observations of department needs. Ensures that the projects achieve the expected results within the specified timeframe and on budget. May direct the work of others. Schedules executive domestic and international travel in compliance with existing policies and procedures. Proactively addresses all aspects of executive's travel such as currency, weather, culture and locale to ensure executive's effective use of time and resources to promote productivity. Actively engages with executive's direct report team to ensure alignment of priorities and open communication paths. May attend direct report team meetings as requested. Serves as a peer leader to administrative team within function. Advises department in the use of the business unit or department's products and services. Takes initiative to provide training and coaching when appropriate. Advises department in awareness of and compliance with company policies and procedures. Takes initiative to provide training and coaching when appropriate. Business. Maintains regular and punctual attendance.

Summary of Experience: Progressive administrative experience: 3 to 5 years. Providing support to executive level management or equivalent: 3 to 5 years. Project management: 3 to 5 years. Fastpaced environment. Required Knowledge, Skills and Abilities: Ability to apply knowledge of multidisciplinary business principles and practices to achieve successful outcomes in cross functional projects and activities. Demonstrates confidence, composure and professionalism. Advanced problem solving skills. Ability to effectively manage multiple projects, meet deadlines and reprioritize as needed; follows through on commitments. Ability to communicate clearly and concisely, both orally and in writing, with attention to detail. Ability to interact and communicate effectively at mulitple levels of the organization. Ability to work independently, as part of a team and as a peer leader. Aptitude for identifying potential for process improvements and leading change process. Ability to deliver consistently high quality and professional customer service to both internal and external customers. Advanced proficiency in Microsoft Office Suite. Ability to handle confidential and sensitive information. Ability to exercise sound judgment and independent decision making. Demonstrates an aptitude for understanding the business, function and company priorities. Knowledge of general office administration, procedures and equipment. Ability to apply knowledge of multidisciplinary business principles and practices to achieve successful outcomes in cross functional projects and activities. Ability to perform successfully in a fast paced, dynamic environment.

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