Administrative Assistant Job at Randstad USA in Malvern

Are you ready to take your administrative skills to the next level?

Day-to-day main duties: The role involves supporting four senior leaders, managing their calendars and priorities, scheduling meetings, and coordinating with other administrative assistants. The ideal candidate needs strong organizational skills, relationship management skills, and the ability to work with senior-level executives (but below director-level).

Hybrid Schedule: 8:30 AM - 5:00 PM, Tuesdays and Thursdays in office

3-6 month initial, potential for conversion/extension

salary: $25.00 - $30.00 per hour

work hours: 8:00 AM to 4:00 PM

Responsibilities

• Calendar Management: Maintain accurate and up-to-date calendars for assigned management, promptly scheduling meetings and prioritizing tasks to accommodate changing needs. Identify and mitigate scheduling conflicts proactively, looking ahead at least two weeks in advance. Make adjustments independently or consult with management to resolve conflicts as needed.
• Meeting Coordination: Schedule meetings efficiently, ensuring adequate travel time between buildings and avoiding unnecessary back-and-forth travel for managers. Give timely reminders to management to stay on schedule and head to meetings as required.
• Resource Management: Ensure that all necessary resources, such as conference rooms, video conferencing setups, and digital materials, are properly allocated and adjusted when meetings change.
• Skip-Level Meetings: Proactively schedule skip-level meetings throughout the year and maintain a tracking system to ensure timely completion.
• Travel Support: Provide comprehensive travel support, making thorough and proactive arrangements that cover all travel needs. Ensure all travel details are added to the manager's calendar in a clear and accessible manner, including flights, accommodations, meeting times, and other relevant information.
• Technology Proficiency: Utilize personal computing applications effectively, including Microsoft Word, Excel, PowerPoint, Lotus Notes, and Visio, to complete various tasks and projects efficiently.

Skills

• Scheduling Appointments
• Meeting Coordination
• Travel Support

Experience

• Experienced
• 2 year(s)