As an Administrative Associate, you will play a crucial role in ensuring the smooth operation of our department. Your responsibilities will include managing complex schedules, organizing events, handling expense reports, and providing top-notch administrative support. This position requires a proactive, detail-oriented individual who can make rational decisions independently and represent the department with professionalism.  

Key Responsibilities: 

• Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities. 
• Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites. 
• Expense Management: Manage expense reports and order/inventory department office supplies as needed. 
• Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages. 
• Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials. 
• Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease. 
• Client Identification: Quickly identify clients, their affiliates, and their emails appropriately. 
• Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.). 
• Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces. 
• Special Projects: Participate in special projects and perform other duties as assigned. 

Qualifications: 

• Experience: Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization.  
• Education: High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred. 
• Skills: 
  • Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment. 
  • Proficiency with Microsoft Office products. 
  • Strong organizational and interpersonal skills. 
  • Ability to take direction, be adaptable, and balance multiple priorities. 
  • A positive and collaborative demeanor. 
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus. 
  • Strong time management, attention to detail, organizational skills, and verbal/written communication are essential. 
  • Ability to multitask and handle confidential information with discretion. 

Why Join Us? This is an exciting opportunity to be part of a dynamic team where your contributions will make a significant impact. This role is for you if you are a motivated individual with a passion for administrative excellence and a desire to work in a collaborative environment.