What success looks like in this role:
We are excited to announce an opportunity for anExecutive Admin
to join our team at our Blue Bell office.
The Executive Admin is accountable for providing high level administrative and professional support to more executives and/or professionals within a medium to large size business group. Monitors and ensures that all established administrative and operational processes and control standards are followed and makes recommendations on process improvement. In addition, establishes a deep knowledge of the Executive's quarterly and annual business cycles and proactively manages calendar and events in advance preparation. This role performs intermediate to advanced analytical functions for purposes of contributing to the effective and efficient operation of the business group. This position coordinates and manages programs, events, conferences and other internal or client functions, often requiring the Senior Administrative Assistant to be available after hours in consideration of multiple time-zones.
Key Accountability
Professional Administrative Support
Financial Analysis and Support
Human Resources Administration
Specific Accountability
Professional Administrative Support Accountabilities:
Develops and leverages relationships across business units, senior leadership, colleagues and external clients to foster and support cross-functional and international coordination while carrying out accountabilities.
Writes, edits and manages organization centric materials such as communications, correspondence, presentations, reports, including deciding on or recommending content. Accountable for disseminating communications to facilitate timely and effective communications.
Full discretion and management of professional's calendars, email, contacts. Manages and coordinates logistics for client events, conferences. Manages complex international multi-leg travel, often requiring continuous changes, and rescheduling.
Manages complex Executive calendars considerate of numerous scheduling and professional requirements. Understands that schedules change and must remain flexible and supportive in coordination efforts.
Represents and Liaises for the Executive when appropriate with the Executive team members.
Interfaces with internal and external executives on behalf on business leaders in coordination of meetings, events, presentations, conferences, client entertainment, etc.
May be required to manage databases or specialized software programs on behalf of business group. Works with Business Analysts to develop and produce customized reports, and ensure data quality is maintained on behalf of the business. Runs various regular weekly and monthly reports.
Develops and edits high quality Power-Point presentations leveraging past material and current brand guidelines.
Financial Analysis & Support Accountabilities:
Manages and processes project expenses including reallocations to the appropriate expense/project code.
Reviews and verifies invoices for processing and payment in adherence with department processes, guidelines and vendor agreements.
Identifies, develops, recommends and implements cost saving opportunities whenever possible for the benefit of the group and for the department as a whole.
Processes, verifies, and monitors expenses and develops and maintains an efficient filing system to ensure reports, correspondence and financial documentation are maintained and readily available. Establishes and maintains organized electronic filing systems to ensure that business and operational reports, forms, and other business documentation are readily available.
Human Resources Administration Accountabilities:
Maintains and tracks staff vacations and absences in accordance with divisional guidelines to ensure consistency in entitlement and to determine staff availability.
2.May coordinate a smooth onboarding for department new hires requiring coordination with various support groups, including but not limited to: Information technology, HR and Administration to insure peripherals are provided and access is granted.
Provides coaching and mentoring to more junior colleagues to assist them in developing capability to carry out current job accountabilities and to expand the @types and levels of work they perform in the future. Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc).
General Office Administration Accountabilities:
Supports Executives and is a member of the broader Administration team providing back-up and support to peers including other Executive Assistants, Administrative Assistants and Office Management staff. Vacation and out of office time to be considerate of back-up availability.
Assists with insuring department visitors have reserved workstations, are equipped with necessary equipment and are provided information on the local area.
Authorities:
Auditing- Ensures that tracking meets established standards. Resolves moderately complex issues and escalates high-complexity issues for resolution.
Advisory- Provides advice or suggests how to follow standard processes. Provides resolution on all administrative or operational matters of a non-controversial nature. Recommends process improvements and recommends appropriate content for reports and presentations to senior managers.
Autonomy- Works independently to accomplish most tasks. Is expected to develop and foster client relationships and bring forward process improvement ideas to the Business Head.
Decision Making- Makes moderate to high-complexity decisions in fielding phone calls, coordinating meetings, managing calendars, managing travel, and in responding to non-controversial inquiries. When relevant established processes or procedures do not exist, the incumbent is participates in determining and recommending the best process/procedure to achieve the desired outcome.
Cross -Functional Relationships
Interacts regularly with senior managers, and with cross-functional business units to collect information to prepare research, presentations or reports, and to accomplish administrative and operational tasks. Develops relationships to achieve outcomes and to improve cross-group relationships.
Interacts with colleagues and clients globally, dealing with multiple time-zones and cultural implications depending on unique requirements of the business unit.
Job Dimensions:
Manages or participates in the leadership of a variety of administrative/operational related p
