Do you want more than just another job? Are you ready to team up with an organization that values your contributions? Then Hired by Matrix is for you.
Working with some of the US' premier companies, we excel at connecting candidates with positive cultures and dynamic teams. We even go the extra mile with our signature Consultant Appreciation Program (CAP) to help them in their future job searches.
Hired by Matrix has provided talent solutions to enhance organizations' team capacities for over three decades. As a full-service search firm, we partner with companies across industries, including Financial Services, Fintech, Consumer Goods and Services, Security and Logistics, Pharmaceutical / Biotech, Technology, Automotive, Engineering, and Healthcare.
At-a-Glance: Are you ready to build your career by joining a global organization? If so, our client is hiring an Administrative Assistant.
What You'll Do: - Provide in-office support to the CEO, the Chief of Staff, and the Lead Executive Assistant to ensure efficient operation of the Office of the CEO.
- Anticipate the needs of the CEO and proactively address administrative requirements as needed.
- Collaborate effectively with Office of the CEO staff to ensure smooth operations and communications flow.
- Handle internal logistics including conference room management, meeting/event catering, and other ad hoc duties related to onsite meetings.
- Provide backup coverage for Lead Executive Assistant and team.
- Screen incoming telephone calls while capturing all pertinent details and urgency.
- Assist with updating and maintaining daily calendars, various reports, and spreadsheets.
- Alert CEO to upcoming meetings and provide reminders as required.
- Maintain office supply inventory by checking stock in each office to determine inventory level and anticipating needs for upcoming meetings.
- Assist in organizing and maintaining physical and digital filing systems.
- Handle sensitive information in a confidential manner.
- Proactively update and maintain CEO contacts and holiday card lists.
- Reconcile and submit expense reports.
- Provide general support to visitors.
- Plan, organize, and schedule meetings and conference calls; confirm that all materials and other preparations are complete to ensure successful calls, meetings, and trips.
- Manage extensive domestic and international travel, both commercial and private. Prepare itineraries, trip file; confirm hotels, ground transportation, and meeting rooms.
- Prioritize needs, handle matters expeditiously and proactively, and follow through on
projects/assignments to successful completion. - Occasional domestic and international travel may be necessary to offer administrative support to the CEO and the team during travel.
- Special projects as assigned.
What You Bring:Preferred Qualifications:
- Self-motivated, capable of working independently without supervision, proficient at solving problems, as well as proactively recommending and implementing improvements or solutions.
- Excellent organizational skills with the ability to identify priorities, juggle multiple activities, adhere to timelines/meet deadlines, and change course quickly as needed.
- Proactive & forward-thinking, with proven follow-through skills.
- Ability to demonstrate discretion in handling confidential data and dealing with C-Suite executives.
- Able to prioritize multiple assignments and change direction quickly; must be flexible and able to quickly react to last-minute changes.
- Willing to adapt, learn, and grow with the role as required.
Basic Qualifications:
- Minimum of 2 years of experience providing administrative support to 2 or more executives, including calendar, extensive international and domestic travel arranging, and expense report management.
- Excellent computer skills and advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Concur and Workday.
- Available after hours and weekends to support CEO office, as needed.
Position Type: Direct Hire
Get in Touch:We want to hear from you. If you think you'd be a good match, submit your resume and reach out to Shweta at to learn more.
Who We Are:Since 1986, Hired by Matrix, Inc. has improved our candidates' lives with exciting job opportunities that provide outstanding career advancement. Hired by Matrix offers our contract professionals competitive salaries, benefits after 60 days, and a 401k option with a company match after one year.
Hired by Matrix is an Equal Opportunity Employer and proud to be certified as both a Woman-Owned Business Enterprise and a Woman-Owned Small Business.
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