Administrative Assistant II

About the job

Description

This role will provide administrative support primarily to the SVP, Global Brand Communications, as well as light administrative support to one additional VP, as needed. Both executives are based in New York.

The successful candidate will build collaborative relationships, use sound judgment and discretion, and proactively identify ways to support effective day-to-day operations.

Key Roles and Responsibilities:

• Support the effective day-to-day operation of the SVP’s office, managing multiple priorities with accuracy, responsiveness, and discretion.
• Proactively manage and troubleshoot the SVP’s complex calendar, including internal and external meetings, senior management requests, and domestic and international travel.
• Coordinate meeting scheduling and logistics across multiple time zones, working effectively with administrative partners across the organization.
• Arrange domestic and international travel, including flights, hotels, ground transportation, restaurant reservations, itineraries, agendas, visas, and related documentation.
• Maintain accurate calendar appointments, meeting requests, agendas, RSVPs and event details.
• Manage non-confidential correspondence and administrative communications, as appropriate.
• Work closely with the SVP to draft and prepare correspondence, and to edit presentations, documents, and meeting materials as needed.
• Book meeting rooms and coordinate catering and other meeting logistics.
• Coordinate the planning and logistics of annual team off-sites and other department events.
• Process expense reports using Concur.
• Provide light ongoing administrative support to one additional VP, including, for example, calendar coordination, international travel booking, and expense processing.

Qualifications

• Five or more years of administrative experience supporting senior leaders.
• College or university degree preferred.
• Excellent organizational, time-management, multitasking, and attention-to-detail skills.
• High level of initiative, judgment, and discretion.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Word, Excel, Outlook, Teams, and PowerPoint.
• Ability to remain calm under pressure, collaborate effectively, solve problems, adapt to changing priorities, and deliver with a high level of accuracy.