Administrative Associate

Job Summary:
Coordinates documents and gathers and inputs data related to assigned administrative support duties for a team, department, function or other organizational leader/group. Completes work with a limited degree of supervision.

Key Responsibilities:
Provides administrative support by conducting research, preparing statistical reports and addressing routine to complex information requests. Gathers, compiles and verifies information and enters it accurately into documents such as reports, presentations or forms; and office systems such as databases or spreadsheets. Completes data collection, data entry and report generation on various departmental related activities. Performs associate functions as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. Responds to, or redirects, routine to complex inquiries from external or internal sources about the organization/department, its activities, or processes so callers/visitors are answered promptly and accurately. Prepares documentation for payment of vendors, suppliers and other third parties as applicable; submits documentation and enters request for payments into accounting system; responds to inquiries from accounts payable and payees. Documents and maintains departmental policies and procedures. Participates as a team member on departmental related business improvement assignments and projects as needed. Performs other routine to complex administrative activities as needed per the established procedures of the organization and/or department. Act as an informal resource for colleagues with less experience.

Executive Assistant

Supports: Vice President (VP)

Job Summary

Provides dedicated executive and administrative support to the Vice President (VP), enabling effective time management, communication, and execution of business priorities. Independently coordinates the VP's calendar, meetings, travel, correspondence, and administrative activities, using sound judgment and discretion when handling confidential information. Works with a moderate to high level of autonomy in alignment with organizational policies and the VP's priorities.

Key Responsibilities

- Executive and Administrative Support
- Provide executive and administrative support to the VP, including research, preparation of reports and presentations, and responses to routine and complex information requests.
- Ensure the accuracy and quality of information entered into documents, databases, and office systems.
- Data Management and Reporting
- Gather, compile, verify, and enter data for reports, presentations, forms, and activities supporting the VP and the department.
- Complete assigned data collection, data entry, and reporting accurately and on schedule.
- Calendar, Travel and Meeting Coordination
- Manage the VP's calendar, prioritize meeting requests in line with the VP's guidance, resolve scheduling conflicts, and coordinate domestic and international travel arrangements and itineraries.
- Arrange meetings and conference calls; prepare agendas and briefing materials, record meeting minutes as needed, and follow up on agreed actions on behalf of the VP.
- Manage correspondence and respond to or route internal and external inquiries on behalf of the VP, using sound judgment and escalating matters requiring the VP's decision.
- Financial Administration
- Prepare and check documentation for vendor and third-party payments and the VP's travel and expense claims, and route requests to authorized approvers in accordance with company policy.
- Submit approved payment and reimbursement requests through the relevant systems, track their status, and coordinate with accounts payable and payees to resolve inquiries.
- Policy and Procedure Documentation
- Maintain and update administrative process documentation, records, and reference materials in line with established organizational and departmental policies.
- Project Participation
- Contribute to departmental business improvement assignments and projects by preparing information, coordinating logistics, and tracking assigned actions and milestones.
- Collaborate with cross-functional stakeholders to support the VP's priorities and improve administrative efficiency and effectiveness.
- Stakeholder Liaison and Collaboration
- Serve as a point of contact for the VP, facilitate timely information exchange with internal and external stakeholders, and share relevant process information with colleagues as needed.
- General Administrative Activities
- Independently perform routine to complex administrative duties supporting the VP in accordance with established procedures, handling confidential correspondence, documents, and business information with discretion.
- Hospitality and Executive Visit Coordination
- Coordinate visits for customers and overseas executives in support of the VP, including schedules, meeting venues, transportation, accommodation, and hospitality arrangements. Provide a professional and welcoming experience aligned with organizational standards.

Competencies

 Action-Oriented

- Proactively seeks out new opportunities and tackles challenges with urgency, energy, and enthusiasm, driving positive outcomes.

 Effective Communication

- Demonstrates the ability to craft and deliver diverse communication modes tailored to meet the unique needs of various audiences, ensuring clarity and engagement.

 Customer Focus

- Builds and maintains strong relationships with internal and external customers, delivering solutions that prioritize and enhance the customer experience.

 Accountability

- Takes personal responsibility for meeting commitments, maintaining quality, and delivering results aligned with the VP's priorities and organizational expectations.

 Planning and Alignment

- Plans, organizes, and prioritizes own tasks to support the VP's schedule and business priorities while managing competing deadlines effectively.

 Data Analytics

- Leverages statistical, qualitative, and quantitative data to extract meaningful insights, drive decision-making, and solve complex business challenges. Demonstrates expertise in data validation, visualization, and analytical problem-solving.

 Data Communication and Visualization

- Constructs compelling narratives of business problems, root causes, and solutions using visual tools such as dashboards and reports, facilitating data-driven decision-making.

 Valuing Differences

- Embraces and leverages diverse perspectives, backgrounds, and cultures to foster an inclusive and innovative organizational environment.

Education, Licenses, Certifications

Bachelor Degree or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.

Experience
Requires significant relevant administrative or executive support experience, or specialized skills obtained through education, training, or on-the-job experience. Experience supporting senior executives, coordinating complex schedules and travel, and handling confidential information is preferred.