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Administrative Assistant
Ref No.: 17-21154
Location: Tampa, Florida
Start Date: 11/07/2017
 
Duties:
•                      Reports to and supports the VP, Global Solutions Enablement (GSE) with heavy calendar management and domestic and international travel arrangements (cars, hotels, flights, trains)
•                      Coordinates leadership team meeting and other team meetings/events at VP's request to include researching and securing venues, conference room reservations, dinner reservations, catering, etc.
•                      Maintains GSE organizational charts and distributes monthly
•                      Maintains GSE email distribution lists
•                      Manages GSE list of planned marketing and training events: uploads to appropriate team sites, emails updated list weekly, updates team calendar (SharePoint, Excel)
•                      Manages GSE event expense tracking and reporting (Excel, pivot tables)
•                      Books rooms on hotels.com as necessary
•                      Secures meeting rooms and catering as requested by other GSE leadership
•                      Supports Professional Services team Financial Portfolio Manager to adhere to team T&E rules by reviewing expenses and uploading to OpenAir, requiring editing PDF files and extensive attention to detail
•                      Supports Professional Services team with a variety of administrative tasks and ad hoc projects
 
Skills:   
•             Intermediate to expert proficiency with Microsoft programs (Outlook, PowerPoint, Word, Excel)
•             Experience working with pivot tables
•             Experience utilizing Egencia to book travel (required)
•             Ability to work with PDFs in Adobe Acrobat Professional (editing, adding signatures, adding security, etc.)
•             Other software knowledge preferred, but not required: Box, SharePoint, OpenAir
•             Writes clear, concise emails
•             Strong organizational skills and attention for the details a must
•             Critical and independent thinker
•             Maintains confidentiality
•             Comfortable with cross-functional and interdepartmental interfacing and coordination
•             Comfortable communicating with external customers and partners
•             Experience supporting large departments/teams preferred
•             Experience supporting executives remotely preferred
•             Not timid about asking questions or double-checking things
 
Education:         
Minimum of 3-5 years of administrative experience with an Associates Degree preferred