Administrative Assistant - AVP - Costco Travel

Position SummaryAids the AVP of Costco Travel IT by handling a wide variety of situations involving the administrative functions of the office. This position requires above average computer skills and a high level of confidentiality and discretion.The Administrative Assistant provides administrative support for the Costco Travel IT AVP and directors. The ideal candidate must have experience performing a wide range of high-level administrative support duties. They must have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines. This position requires exceptional organizational skills, flexibility and focus while working in a fast-paced, professional environment. Organizing and maintaining administrative processes, calendaring, scheduling, coordinating meetings and responding to inquiries are just a few of the responsibilities for this role. Preparing presentations, a high degree of competency in Microsoft PowerPoint, Excel and Word, as well as other business software, is required. Excellent communication skills and a high level of professionalism are also required.*Pay based on experience.Job Duties/Essential FunctionsProvide calendaring, travel coordination, expense management, and general administrative support for four Costco Travel AVP and directors.Collect, update, and promptly publish content on the internal department wiki/SharePoint site and display screens.Provide support for the IT management team.Provide assistance in scheduling, coordinating, and supporting interviews for IT positions as required.Manage staff information within the IT department.Efficiently prioritize and manage various tasks in accordance with established priorities.Enhance departmental processes by identifying and addressing inefficiencies.Monitor and organize travel and expense receipts for accurate accounting.Administer reimbursements, credits, and refunds until completion.Maintain records of purchase orders and vendor contracts.Prepare and refine documents and business communications using various applications.Safeguard confidential information with utmost discretion.Coordinate departmental projects and ensure timely follow-up on action items.Fulfill Office Manager responsibilities, including supply management and organizing team-building activities.Arranges acquisition, repair, and maintenance of office equipment. Submits ServiceNow requests for area needs.Reach out to the Administration Department, Human Resources, Facilities, and Accounting departments regarding any departmental concerns or issues.Relay communications to staff and other divisions, coordinates signatures/approvals, and is the go -to person for resources.Maintain confidential supplier and employee files; handles correspondence; and runs outside errands as needed for projects.Manage miscellaneous expenses and P-Card for supply purchases.Maintain a regular and reliable workplace attendance at assigned location.Same as Essential Functions.Regular and reliable workplace attendance at your assigned location.Ability to operate vehicles, equipment or machinery.Computer, phone, printer, copier, faxNon-Essential FunctionsAssists in other areas of the department as necessary.Assists in other areas of the company as necessary.Ability to operate vehicles, equipment or machinery.Same as essential functionsExperience, Skills, Education & Licenses/CertificationsRequired:At least one year of Costco experience.Advanced knowledge of Microsoft Office Suite (Outlook, Excel, PowerPoint, and Word).At least one year experience organizing and coordinating moderate to complex tasks.At least one year experience creating and running reports.Intermediate knowledge of Google Slides and Sheets.Detail oriented, well organized, and able to manage multiple and fast changing priorities.Able to identify and prioritize tasks with excellent troubleshooting skills.Strong interpersonal skills with an emphasis on written and verbal communication.Demonstrated success in maintaining a professional demeanor during hectic or stressful times. Ability to adjust positively to change in direction or assignment.Self-starter and multi-tasker with proven ability to work with minimal supervision.Relates well with a variety of personalities and individuals, both in person and over the phone.Ability to maintain the highest level of confidentiality at all times.Applicants will be administered an assessment of presentation skills, written communication, reporting/mathematics, and/or proficiency in Microsoft Office suite of products.Recommended: At least 2 years' Costco experience.Intermediate skills in Microsoft SharePoint, or similar application.Event coordinating experience.Leadership experience.Ability to interact and work well with all levels of management and staff.Experience developing presentations.Willingness and motivation to take on additional responsibilities.Proficient in Microsoft Workspace applications, including Outlook, Word, Excel, PowerPoint, and Teams.Successful internal candidates will have spent one year or more on their current team.Other ConditionsManagement will review the Job Analysis for this position prior to a job offer.Required Documents• Cover Letter• Resume• Last two performance reviews• Attendance records for current year (Do not include absences covered by paid sick/personal time, FMLA or other protected absences.)California applicants, please click here to review the Costco Applicant Privacy Notice.