Assistant III - Administrative

JOB SUMMARY

Provides administrative support to Vice Presidents, and other leaders. Manages complex calendars, travel arrangements, meetings and appointments; performs front desk and office support responsibilities; and maintains the highest level of professionalism, discretion, and confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manage and control complex calendars for up to 3 Vice Presidents, balancing competing priorities and ensuring optimal use of executive time.

Anticipate scheduling conflicts and proactively recommend solutions aligned with business priorities and executive objectives.

Coordinate meeting logistics, including facilities, technology, catering, visitor access, materials, and post-meeting follow-up.

Lead administrative projects and special assignments independently, ensuring timelines, deliverables, and stakeholder communications remain on track.

Arrange travel plans, itineraries, and expense reporting for supported leaders.

Serve as a professional liaison between executives, employees, customers, vendors, and external business partners.

Coordinate administrative coverage and support continuity during vacations, leaves, and business travel.

Identify and implement improvements to administrative processes, workflows, and office efficiencies.

Maintain highly confidential information related to executive schedules, personnel matters, business strategy, and organizational initiatives.

Support front desk operations, including visitor reception, telephone coverage, mail distribution, and office administration as needed.

Organize and maintain departmental records, files, and key business documents.

Prioritize multiple high-impact assignments in a fast-paced environment while exercising sound judgment and discretion.

Manage assigning badges.

May perform other duties and responsibilities as assigned.

MANAGEMENT & SUPERVISORY RESPONSIBILTIES

Typically reports to Management. Direct supervisor job title(s) typically include: Manager

Job is not directly responsible for direct report (e.g., hiring/termination and/or pay decisions, performance management)

JOB QUALIFICATIONS: Education & Experience Requirements

Bachelors degree in business related field or related commensurate experience.

5-7 years of administrative support experience

Possess math skills sufficient to perform required duties

Advanced organizational and project management skills.

Strong business judgment and decision-making abilities.

Ability to work independently with minimal supervision.

Proficiency in Microsoft Office Suite, Teams, Outlook, PowerPoint, and reporting tools.

Strong interpersonal skills with the ability to influence and collaborate across all organizational levels.

Ability to manage multiple priorities and deadlines in a fast-paced environment.

Ability to handle highly confidential and sensitive information with discretion.

Or an equivalent combination of education, training or experience

JOB QUALIFICATIONS: Essential Skills, Abilities and Example Behavior(s)

PRESENT SKILLFULLY: Able to prepare and deliver clear, effective, and professional presentations

QUESTION: Able to use effective fact-finding techniques to discover all relevant information; Able to ask questions that are not leading or biased; Able to challenge assumptions

BE STRAIGHT-FORWARD: Able to communicate directly (to-the-point) and rely on fact-based positions; Able to avoid the use of ambiguous language or statements that contain hidden or double meanings; Able to avoid being deceptive

NEGOTIATE: Able to apply effective questioning and listening techniques to determine each party's position; Able to look for common ground and build on areas of agreement to reach win-win outcomes; Able to ensure the agreed-upon alternatives have the support of all parties involved

SELL: Able to identify the needs of internal and external customers through effective questioning and listening techniques; Able to apply technical / professional knowledge, interpersonal and sales skills to obtain customers' commitment to ideas, services or products

ACT WITH INTEGRITY: Able to demonstrate uncompromising adherence to ethical principles; Able to demonstrate honesty in all actions; Able to admit and correct mistakes promptly; Able to assume full responsibility and accountability for own actions

ADAPT: Able to maintain effectiveness by changing personal behavior and work routines / habits in response to new circumstances and requirements

TAKE INITIATIVE: Able to exhibit tendencies to be self-starting and not wait for signals; Able to be proactive and demonstrate readiness and ability to initiate action; Able to take action beyond what is required and volunteers to take on new assignments; Able to complete assignments independently without constant supervision

DEVELOP SELF: Able to accurately assess own strengths and development needs; Able to strive to improve those areas identified as needing development; Able to seek opportunity for development through the job, special assignments, training, or external activities

BE PERSONALLY PRODUCTIVE: Able to use own time efficiently and avoid wasting time; Able to organize work with realistic priorities for self and others; Able to demonstrate stamina to sustain effort over a period of time; Able to set high but realistic standards for self; Able to produce a high volume of work; Able to balance personal and work commitments to maintain "personal best" conditions

BE PROFESSIONAL: Able to project a positive, professional image with both internal and external business contacts; Able to create a positive first impression; Able to gain respect and trust of others through personal image and demeanor

DELIVER QUALITY RESULTS: Able to deliver top quality service to all customers (internal and external); Able to ensure all details are covered and adhere to company policies; Able to strive to do things right the first time; Able to meet agreed-upon commitments or advises customer when deadlines are jeopardized; Able to define high standards for quality and evaluate products, services, and own performance against those standards

BE ANALYTICAL: Able to effectively gather all relevant information; Able to identify key issues; Able to qualitatively and / or quantitatively process data; Able to identify relationships, draw logical conclusions and interpret results for use in decision-making

BE A QUICK STUDY: Able to quickly learn and apply new information, skills and processes; Able to build on current knowledge and skills; Able to gather information from the appropriate resources to develop and execute plans when entering new situations

BE INNOVATIVE / CREATIVE: Able to examine the status quo and consistently look for better ways of doing things; Able to recommend changes based on analyzed needs; Able to develop proper solutions and identify opportunities