Administrative Assistant

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