Executive Administrator

Description • Provide administrative support to the Executives and assigned Department Heads (Client) for SARC & ACL • Facilitate internal and external communication; Produce or edit presentations, documents and spreadsheets for the Executives • Be involved in other aspects of the team's functions such as collecting and tracking documents as needed • Proactive calendar management, scheduling meetings/calls for internal and external participants, manage conflicts and work with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants • Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS) Assist Finance & Legal • Work with SARC/ACL finance with budget needs for special events, purchases, & outings • Work with SAS's AP, AR, Finance teams etc. • Any necessary / approved requests made Assist Facilities • Procurement and distribution of office supplies • Maintain office supply / Printer stations Assist Human Resources • Working with recruiters by creating interview schedules for candidates • Finding conference rooms for interviews • Scheduling interview time on employees Knox (mySingle/PIMS) and Outlook calendars as needed • Assist with corporate credit card request • Update and maintain information and documentation on Admin Page on Sharepoint • Create and share process documentation as needed • Demonstrate SARC/ACL culture as a representative of the team by developing and maintain strong working relationships with other employees, contractors, vendors, and guests • Management of "mailman" email groups as assigned Expenses • Manage expense reports for Executives and other assigned DH's • Track and file expense receipts • Train employees as needed on how to submit expenses in GERP • Purchase Orders, Invoices, & preferred vendor submission • Learn to use our JIRA system to submit these request Travel • Plan and process travel arrangements • Prepare and process travel expense reports and submissions for Executives and assigned Client • Submit TR/Ta in GERP • Expense Trip receipts • Book car services when necessary • Submit global roaming for corporate cell phones when traveling internationally Meetings & Events • Manage, collaborate and coordinate team or campus events as necessary, including but not limited to • Coordinate catering/deliveries for team meetings, breakfast, lunches etc. as approved/requested by manager and up • All hands meeting

Requirements • 6-10 years of experience supporting department head-level executives in heavily matrixed organizations