The Administrative Assistant provides support to the Chief Operating Officer. This associate will manage calendars and travel, anticipate their needs, and assist in the organization and preparation of reports and communications as assigned. Applicants will be required, as permitted by applicable law, to provide evidence of full vaccination against COVID-19 by date of hire, with exceptions only as required by law. This position helps to organize events/meetings for the Retail and Dining Division and the executive team as assigned. Additionally, responsibilities include compiling information from all members with respect to reporting activities and proactively providing all essential administrative support.
Duties And Responsibilities
Enhances leader’s effectiveness by providing information management support
Compile, prepare and maintain reports by collecting and analyzing information for HR needs
Manage day-to-day activities for the team including calendar scheduling, expense reports, and travel arrangements.
Reconcile invoices as needed
Assist each team member with communication, (letters, email communications, coordinating of meetings, etc.)
Assist with email communication and prioritization to ensure follow up and dissemination of information
Support preparation of collateral material for presentations, management meetings, and seminars
Manage project calendar
Contributes to team effort by accomplishing related results as needed
Assist in special projects
Assist with mailers
Support Operations Department:
Reconcile corporate credit cards, approx. $400,000 per month
Analyze office supply invoices to detect overages/exceptions
Approve all supply orders for locations that are over their budget
Other miscellaneous office administrative duties as assigned
Position Qualifications
Must be computer literate with strong experience using MS Word, Excel, and PowerPoint
Must have excellent communication and organizational skills
Able to handle highly sensitive and confidential information
Work with a consistent sense of urgency
Able to prioritize and handle several projects at once
Must be a self-starter and have the ability to work with minimal instruction
Able to adapt to changing priorities and unexpected situations
Accurate with attention to detail
Must be a team player and successfully juggle and complete multiple priorities.
Education And/Or Experience
Desire 5+ years of administrative or similar experience at an executive level
Proven experience in executive environments and protecting confidential information
Bachelor's degree a plus
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Administrative
Industries
Retail
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