This position provides administrative support to the CEO, Executive Leadership Team and provides additional support to other leaders as requested. The individual will work with minimal supervision to perform administrative duties including creating and preparing schedules, materials and travel arrangement. Discretion and judgment must be used when answering telephone calls and scheduling appointments. Confidential information must be handled professionally and appropriately. Must be a high-energy, organized professional who communicates well, and has excellent project management, writing and advanced computer skills.

Essential Job Responsibilities:

• Successfully handles a high volume of work and balances priorities to meet deadlines. Works independently to manage assigned projects, preparing correspondence, reports and other documents as need.
• Manage financial administrative tasks related to corporate card, expenses reports and process invoices.
• Assist with office support including file management, office supplies, maintenance requests, onboarding logistics of new employees, workspace assignments, including hardware, technology, access.
• Plans and manages calendars for leaders supported by this role. Maintains a strong understanding of organizational and department objectives in order to appropriately filter and prioritize incoming information and meeting requests.
• Effectively uses PowerPoint, MS Word and Excel to create charts, graphs, tables, and text slides; responsible for formatting consistency and accuracy on time-sensitive, high-profile documents.
• Handles complex travel arrangements (both domestic and international).
• Plan and coordinate global and domestic team meetings with multiple participants that vary in size and scope. Manage event activities to ensure all sessions are well coordinated and executed. Effectively utilize virtual meeting tools, including Teams, videoconference, teleconference and others.
• Works within international time zones for travel arrangements, communications etc. May partner with local, international teams for certain meetings or events.
• Coordinates meetings, calls and conferences to include ordering meals, scheduling conference rooms, and room set up.
• Ability to complete other projects and responsibilities as assigned.

Required Job Qualifications:

• Associates degree or equivalent combination of education and experience
• Five plus years administrative assistant or executive assistant experience
• Strong knowledge and experience with Excel, PowerPoint, Word, and Outlook
• Proficiency with virtual meeting tools (Teams, Videoconferencing, etc.)
• Ability to maintain strict confidentiality

Preferred Job Qualifications:

• Bachelor’s degree
• Experience working for a fast paced, global company
• Schedule flexibility
• Strong verbal and written communication skills and executive presence
• Excellent organizational skills, with a high attention to quality and detail
• Ability to anticipate needs and use sound judgment
• Effectively manage time-sensitive, confidential information
• Demonstrated initiative with the ability to work independently
• Ability to build relationships quickly
• Strong work ethic and sense of personal responsibility for delivering high quality work
• Flexible, organized, and ability to effectively work under time constraints and deadlines
• Polished and professional demeanor and communication style
• Ability to work in dynamic and constantly changing work environment
• Flexibility to respond to urgent project needs and shifting priorities
• Strong customer focus and approachability
• Ability to learn quickly and acquire knowledge of organizational operations, procedures, and staff
• Adaptability and flexibility, with a willingness to collaborate in a team environment

Travel: up to 10%

Arcserve is an equal opportunity employer. Minorities/Females/Disabled/Veterans

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