Administrative Coordinator

Administrative Assistant

Performs variety of administrative activities in support of Senior Leader(s) and functional areas. Maintains and modifies Senior Leaders schedule. Manages travel and meeting logistics. Gathers, collects, and track information within the functional area / team. May handle special projects and execute research and data analysis tasks. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Handles details of a highly confidential and critical nature.

You will be responsible for :

• Scheduling meetings, managing inbox and managing calendars using MS Outlook including the use of meeting technologies such as video conferencing and audio-conferencing tools such as Skype and Zoom. Handling day to day administrative responsibilities.
• Preparing complex, ever changing international and domestic travel arrangements; including booking flights, accommodation, car service, arranging meetings and preparation of itineraries
• Managing files and team collaboration sites including managing access lists, directories and basic assistance with the usage of collaboration locations.
• Liaising with senior level executives and their staff to coordinate activities and meetings around the globe
• Handling extremely confidential and proprietary information with utmost discretion
• Acting as gatekeeper, screening phone calls, responding or delegating to insure timely response
• Coordinating both small and large meetings, conference calls and global video conferences including advanced preparation of materials and audio / visual facilities
• Processing invoices and expenses ensuring all are paid on time while adhering to strict compliance guidelines, play a key role in budget tracking
• Willingness to learn and adapt to changing technology. Partnering with information technology on continuous improvement initiatives. Eager to lead the adoption of new technologies and help ensure their successful utilization. Open and manage Purchase Orders in SAP
• Mailing, tracking and documenting confidential documents
• Responsible for filing, copying, scanning and faxing
• Other duties as assigned

You will need to have :