Contractor Administrative Assistant

Note:

• 1year assignment with possibility of extension.

• 100% remote role

Responsibilities:

The Sr. Administrative Associate is responsible for providing comprehensive administrative support and office management to the MAOR US Lead and Global Strategy & Capabilities Lead. The incumbent is responsible for supporting the department with professionalism and flexibility, with a strong focus on change management as the organization continues to expand.

The Sr. Admin must be a self-starter who is able to proactively manage priorities and work independently to resolve escalations. To execute these responsibilities, the Sr. Admin must partner with internal and external stakeholders in various areas of the Company, with the ability to integrate effectively and quickly with the other members of the team. The position requires flexibility to adjust to changing situations and the ability to assist others when needed.

The primary activities include and are not limited to the following:

• Primary responsibilities include managing the calendar, scheduling, logistics, planning travel, supporting team building and departmental activities, expense management and purchase orders. The position includes significant work assisting with staffing; job postings, scheduling interviews, the onboarding process and follow-up support, as needed.

• Coordination and performance of multiple tasks while understanding the project principles and technical skills related to own work assignments.

• Works effectively without constant and direct supervision or guidance.

• Produces/completes various work assignments requiring advanced analytical ability, independent judgment, creativity, and problem-solving skills.

• Communication skills must be at a level to effectively interact with ORD executives and internal/external clients to maintain workflow.

• Attention to detail; high level of confidentiality; leadership skills; the ability to exercise initiative, flexibility, and tact.

• Managing multiple tasks and high-level projects while simultaneously managing day¬ to-day operations of the office.

• New hire onboarding.

• Partnering and collaborating with the Lead Administrative Associate for MA&OR and attending meetings as required.

• Creates customer value by supporting/completing administrative work of business leaders so they can focus on internal clients and their teams.

• Supports the use of MS Teams and SharePoint, with the ability to strategically learn leverage, and share technology.

• Budgeting and expense reporting for the teams.

Qualifications:

Education Minimum Requirement:

• Required: High School Diploma or Equivalent

• Preferred: Advanced education (BS, BA) or certifications such as Certified Administrative Professional, Project Management Professional Certification, and/or Professional in Human Resources Certification.

Someone who has experience supporting C-level executives like VP's EVP.

Required Experience and Skills:

• Minimum of (10) years Administrative Assistant experience

• Minimum of (5) years administrative experience supporting Sr. Directors/ Executives

• Strong proficiency in computer skills using (MS Outlook, Word, Excel (pivot tables), Power Point) and operation of other internal systems (Concur)

• Demonstrated experience scheduling and coordinating complex, multi-leg domestic and international travel

• Experience processing Expense Reports, Purchase Orders, Payment Requests, Vendor Add Forms, as well as run related reports

• Event Planning/Coordination experience

• Extraordinary attention to detail

• Outstanding communication and people skills

• Experience supporting field teams and/or remote teams preferred

Desired attributes:

• Has a strong business sense to set priorities and make sound judgment calls when needed.

• Excellent communicator - able to interact with people of all levels in a confident, professional manner.

• Demonstrates ability and temperament to work with sensitive information.

• Team player - has team-oriented experience and approach and provides collaborative support by maintaining effective relationships with interested parties.

• Ability to think outside of the box and work with a sense of urgency.