Contractor - Executive Administrative Assistant

Location: Malvern

Executive Administrative Associate

Are you ready to be the backbone of our dynamic team? As an Administrative Associate, you'll play a crucial role in ensuring our operations run smoothly and efficiently, anticipating needs and proactively solving problems. Here's what you'll be doing:

Key Responsibilities

Calendar Management:
Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities and across multiple time-zones.
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.). This leader frequently travels across time-zones.
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.

What You Bring to the Table

Education:

High school diploma or equivalent required;
Associate degree or related field preferred.

Experience:

5 years of administrative or related experience, ideally in a medium to large organization. Preferably supporting senior leaders and executives.
Technical

Skills:

Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with collaboration tools like Teams, SharePoint, or scheduling platforms is a plus.
Organizational

Skills:

Strong ability to stay organized and manage multiple priorities with attention to detail.
Interpersonal

Skills:

Excellent ability to take direction, be adaptable, and collaborate positively with others.

*** Acumen:
Familiarity with the enterprise organization chart and building locations.