Administrative Assistant 3

Role: Sr Administrative Assistant Location - Onsite at PHK (fully onsite Monday - Friday) * Duration: 6 Months Contract Org/ Team info - North America Brand Education - Bachelor's degree not required Reason to Fill - FTE on leave. There may be a possibility for an extension. Non-negotiables - Top 3 skills 1. Soft skills matter - looking for someone with a spirit of service. Someone who is eager to help make the team s lives easier and is proactive. Can anticipate the needs of the team without needing to be asked or prompted. This one is so important!! 2. Presentation building skills. Someone who can take input (hand drawn, email, etc) and make it into something visually clear & compelling. 3. Situational awareness. Our team manages a lot of confidential information & external connections, so someone who understands that landscape; both the KIT elements, but also navigating partnerships & external admins as well. ***Previous Client experience is required *** WHO YOU LL WORK WITH Client, Inc. is in perpetual motion. Administrative employees help Client teams around the world keep up with the company s rapid pace. They act as liaisons embedded in business functions and geographies. Their talents problem solving, organization, time management and more help fuel the success of their leaders and their teams. Client s community of administrative assistants embody professionalism, resilience, agility, emotional intelligence and exemplify the best of Client s culture modeling Client s core values to leaders, teammates, and guests. As our Senior Administrative Assistant, you will support the:Sr Director Firstline+Additional Sr Directors will vary while covering leaves for two current Sr. Administrative Assistants. WHO WE ARE LOOKING FOR We re looking for a Senior Administrative Assistant who has a proven ability to work in a fast-paced, results-oriented environment. You have a high learning agility, strong organization skills and high attention to detail. Having strong communication and time management skills, you are able to prioritize across multiple tasks, set expectations across a variety of stakeholders and take initiative to follow-through on requests through completion. You can work independently or as part of a team and know how to adapt your style to most efficiently and effectively support the leaders and businesses you are lined up against. WHAT YOU BRING TO CLIENT: Bachelor's degree in business or related field. Will accept any suitable combination of education, experience and trainingMinimum of 3 years of administrative work experience requiredAbility to work and communicate effectively with a variety of personalities including senior level executivesProven ability to work effectively in a fast-paced, results-oriented, team environment with times of high ambiguityProven ability to organize, prioritize and appropriately handle highly confidential and sensitive informationAbility to work independently and take initiative to follow-through on requests until completion with a high attention to detailPrevious experience working with and tracking budgets is strongly preferredProficiency in Microsoft Office Suite (MS Outlook, PowerPoint, Word and Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required. Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required.Previous Client work experience is a plusAbility to occasionally work outside of core business hours WHAT YOU LL WORK ON You'll perform a wide range of administrative duties for a diverse team of people and/or leaders with a variety of management styles. These duties will include but not limited to the following: Complex Calendar Management: Scheduling appointments, meetings, and conferences for the leaders you support, managing conflicts and coordinating with other teammates and leaders as requiredBooking Travel Arrangements: Booking flights, accommodations, and transportation for leaders you support, including managing itineraries and necessary documentation.Planning Meetings and Events: Securing event space as necessary and handling any budgeting, catering, agenda planning, scheduling, reminders, and working with external parties as needed.Preparing Expense Reports, tracking budgets and purchase orders: Preparing expense reports, tracking budgets, and processing invoices or purchase orders for vendors as required.Document Preparation & Organization: Producing, editing and reformatting documents and email correspondence. This could include but will not be limited to updating organizational charts, creating high quality graphic and text PowerPoint or Keynote presentations, and/or team session agendas/work session run of shows.Communications Under the leader s direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader s behalf.Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with the appropriate stakeholders to organize individual or departmental movesBudget Tracking: may assist leader with tracking of expensesPOs: create purchase ordersSpecial Projects: Assisting with project planning, tracking progress, and ensuring deadlines are met as needed by the team and/or leader you supportTeam & Culture Building: You will have the opportunity to work with the leader you support to help the team build connections to each other, their leader, the environment and Client through a variety of ways staff meetings, team building activities, offsites and the physical workspace they come to day-in and day-out.Support team plans, projects, activations or other deliverables as neededServe as the main point of contact for administrative questions from the teamProvide coverage for other leaders where temporary administrative needs exists