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Excecutive Assistant
Ref No.: 18-07129
Location: Newtown Square, Pennsylvania
Job Title: Executive Assistant
Location: Newtown Square, PA
Duration: 6 Months

Job Description:
  • Build relationships with external and internal customers on behalf of the department. Multi-task with high energy and work under pressure while maintaining an 'ambassador' approach to problem solving.
  • Provide dedicated support in all aspects of day to day activities. Actively manage/maintain all aspects of the executive's calendar including scheduling of internal and external meetings, preparing agendas, meeting minutes and materials. Arrange door to door travel arrangements.
  • Effectively 'manage up' executive's email, ensuring items are posted correctly to calendar and assessing for matters of urgency; responding to executive?s correspondence on behalf of executive as necessary.
  • Complete detailed expense report, answer incoming calls, and review incoming mail. Track and manage budget, including processing purchase orders and invoices, interface with accounting, pro-actively follow up with outside vendors.
  • Prepare and edit presentations in PowerPoint, Excel, and Word. Create an efficient office environment through the organization of files, reports, and processes.
Purpose and Objectives
  • The Management Support Specialist is responsible for the administrative support of the Chief HR Strategy & Digital Transformation at Client.
  • The role is responsible for the smooth, effective and professional handling of the overall management of the office and daily operations, as the role represents the office to both external and internal clients.
  • Support will include proactive phone and calendar management, travel, agenda management, updating materials and presentations and project-oriented work.
  • Coordinate with other administrators, direct reports andother executives with energy and passion.
Key Responsibilities, Expectations and Tasks
  • Responsible for the operation of daily office functions and duties, including active and autonomous administrative support to the manager. May perform and / or administer some special projects in collaboration with various staff and departments.
  • Maintaining and organizing Outlook calendar/folders for assigned management
  • Scheduling appointments, managing inbox, read and respond to correspondence independently or as agreed with management. Strong judgment in prioritizing of manager's meetings and calls, and managing set up of global calls managing multiple time zones. Ensure all calls and emails addressed, considering who it needs to be forwarded or delegated to, and with high-touch approach.
  • Screening incoming calls and contacting and corresponding with key individuals inside and outside of the organization.
  • Collaborate with the sales team on customer engagement, and the internal executive assistant community
  • Provide support for events such as CLIENTPHIRE, Field Kick-Off Meetings, ASUG, SuccessConnect and other office/regional events
  • Prioritize and manage the flow of information including all internal/external requests for recruiting, customer meetings and action items and speaking engagements.
  • Arranging business travel, supports agenda management and expense tracking
  • Drive social media strategy and execution, including daily posts, comments & activities
  • Arranging meetings for managers including co-ordination of team meetings and larger internal and external events. Coordinating and supporting events for the department as a whole. Also, managing team-related personal events (recognizing birthdays, anniversaries, etc.).
  • Preparing complex (activity/expense) reports, projects, documentation and correspondence which may also require collecting, organizing, and analyzing data
  • Managing Workflows and monitoring items like vacation requests, purchase orders, internal orders, distribution lists, Inventory etc.
  • Monitoring budget. Managing controlling and reporting activities on behalf of manager, e.g. creation, staffing and reporting on internal orders, reporting on cost centers and profit centers, creation and maintenance of C-Users
  • Updating materials including PowerPoint and excel spreadsheets for meetings and presentations
  • Preparation and follow up of meetings including taking meeting minutes.
  • Manage shared drives and communities. Maintaining up-to-date filing and reference systems
  • Central contact and all other ad-hoc support as needed by Manager and her team.
  • Resolving issues with some complexity with limited guidance
  • Other duties and responsibilities as assigned
Skills and Competencies
  • Strong collaboration and communication skills
  • Solves problems swiftly, independently and constantly 'thinks on his/her feet'
  • Prioritizes constantly, multi-tasks and decides on the fly
  • Adapts with a high degree of flexibility regarding changing circumstances
  • Shines with a positive 'can-do' and 'get the job done' attitude. Demonstrates integrity and team spirit.
  • Client-focused. Focus on driving innovative, simple, pragmatic solutions to ensure customer success.
  • Proactive. Ability to think ahead and logistically map out future steps and possible ramifications with back up plans.
  • Comfortable working in ambiguous environments with a high level of autonomy
  • Culturally sensitive and able to work in a virtual and global environment.
  • Can think broadly about downstream impacts but also manages detail
  • Ability to lead global or platform programs/initiatives as required and drive multiple projects effectively through delegation and influence. Proactively notify all of deliverables and follow up on action items
  • Ability to operate and communicate in a matrix organization and understanding how to influence key partners with HR and the business.
  • Must be able to react quickly to demands from key stakeholders and customers where accuracy and urgency is essential.
  • Resilience to working under time and management pressure.
  • Ability to handle and maintain confidential and sensitive information
Experience & Language Requirements
  • At least 5 to 7 years of administrative and business support experience in fast-paced environment.
  • Demonstrated proficiency with MS Office Tools
  • Experience working for a technology company, in sales or HR organizations, and with global/international teams preferred.
  • Experience with CLIENT internal Tools like Corporate Portal ISP preferred
  • Social media savyness - Twitter, LinkedIn, Voicestorm, blogs, etc.
  • English: Fluent/Level 3 both written and spoken
Education and Qualifications
  • Apprenticeship as secretary or commercial qualification with significant comparable experience
  • Bachelor ́s Degree, or comparable experience, preferred
  • Willingness to work flexibly and overtime periodically.