What are we looking for in our Administrative Assistant?
Job title: Administrative Assistant
Location: Wilmington, DE 19809
Duration: 6 months contract
Pay rate: $31/hour to $33/hour
RESPONSIBILITIES:
- Provides administrative support in a complex team environment to a senior group of executives (up to 6 executives).
- Provides administrative support in-office 5 days/week; expected to arrive no later than 8:30a Provides back up coverage to other assistants when necessary.
- Occasionally may be asked to provide extended hours coverage which includes calendar coverage and checking email periodically.
- Frequently collaborates with chiefs of staff and finance team members.
- Coordinates complex, senior-level internal/external in person and Zoom meetings.
- Handles a high volume of phones calls, e-mails and Teams messages.
- Expected to interact with high level business leaders in a professional and effective manner.
- As needed, interfaces with clients and vendors through email, Zoom and in-person.
- Maintains complex and accurate calendars with ability to prioritize meeting requests and related logistics.
- Coordinates occasional domestic and international travel arrangements and processes expense reports, always maintaining up to date expenses for each executive.
- Responsible for participation in additional duties such as approving badge access, arranging office space, coordinating group events, supporting executive visits, booking conference rooms, and supporting ad-hoc projects with chief of staff teams.
- Assists executives with getting to meetings on time, printing out materials, running in-office errands such as delivering documents and items within the office.
- Mastery of our firm systems for T&E, space/seating, manager alignments and time-entry.
SKILLS AND QUALIFICATIONS:
- Incredibly organized with attention to detail and responsiveness At least 3 years of prior experience with senior exec coverage.
- Requires excellent operational proficiency in Outlook scheduling, travel booking and associated logistics (e.g., car service), and expense management.
- Familiar with navigating Microsoft PowerPoint, Word, Excel, and Adobe PDFs.
- Collaborates well with other admins as needed to ensure proper coverage and back up coverage.
- Has strong interpersonal and communication skills.
- Must be able to prioritize a variety of time-sensitive tasks.
- Proactive with excellent follow-up.
- Demonstrates high degree of integrity and confidentiality; operates with discretion.
- Ability to display a consistent, professional degree of communication.
- Resilient, able to adapt to unexpected events, and ability to prioritize and multi-task in a deadline driven environment.
EDUCATION:
- Bachelor's Degree Preferred
- H.S Diploma
Rate/Salary: $31/hour to $33/hour