Administrative Assistant Senior Representative

Title: Administrative Assistant Senior Representative

Location: On- Site at Bloomington, MN Office

Majority of the role is on-site but there is some flexibility for work from home 1-2 days per week

Hours: Monday - Friday, 8:00am - 5:00pm

Duration: 12 Months

Payrate: $24 - $26 / Hour

Description:

Be part of the team responsible for delivering collaborative services to all of our internal colleagues! This position provides diversified and confidential administrative support to the Managing Director, Voice, Video, Contact Center and Collaboration Engineering. The ideal candidate will be able to work independently with little to no supervision, is exceedingly well organized, flexible and enjoys the administrative challenges of supporting a department of diverse people and programs. Responsibilities include calendar management, planning and executing internal and external meetings, expense report processing, making travel arrangements, and other special project tasks as assigned. The ability to work with staff (at all levels) in a fast- paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert written and verbal communication skills, strong decision making ability and attention to detail are equally important.

Provides administrative support, with the majority of duties being high level administrative tasks, which may include planning/coordinating large events, meetings or conferences, screening inquiries or complaints as well as projects, and space planning. Performs budget preparation, scheduling, reporting and tracking information, a wide variety of complex typing functions, as well as editing and composing correspondence. Work requires initiative and judgment in making decisions and knowledge of department and company policies and procedures. Typically supports Principals, Senior Principals, Directors, Senior Directors, or Managing Directors.

Skills:

Heavy calendar management coordination and meeting scheduling (look for opportunities to enhance efficiencies). Make last minute calendar decisions based on priority and business needs using sound judgment.

General office management duties including catering needs, facility needs, ordering of office supplies, scheduling conference rooms, etc.

Meeting planning support (internal and external). Draft agendas, prepare presentations, capture meeting minutes, manage invitations for guest attendees, etc. Must be comfortable with using WebEx and running meetings.

Maintain and coordinate department distribution lists.

Responsible for travel and expense entry by using Concur.

Assist with organizing department events such as offsite meetings, quarterly department meetings, etc.

Partner with peer administrative and executive assistant in a team environment to provide additional support or back up (assist with town hall meetings, updating department organization charts, employee onboarding, etc.).

Great interpersonal skills and drive to perform well.

Education:

High School Diploma or GED Required

Candidate should have a minimum of 5+ years of experience directly supporting and working with senior leaders.

Advanced level proficiency of Microsoft Office, including Word, Excel, PowerPoint, Outlook and Visio.

Knowledge of SAP Concur and WebEx.

Effective calendar management experience is critical-Outlook preferred.

Represent department using excellent verbal and written communication skills with the ability to maintain confidential information as needed.

Self-starter who is comfortable with both working independently and within a team and possess a strong sense of urgency in a very high-paced environment.

Excellent organizational skills and able to remain focused and execute work with minimal supervision, able to multi-task effectively.

Ability to remain composed and focused in stressful situations utilizing customer centricity skills

Below is the brief introduction of SPECTRAFORCE, the benefits we offer and the disclaimers:

Established in 2004, SPECTRAFORCE is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams.

We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 130 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation.

SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people (and clients) can reach their highest potential. Our entire workflow and teams are trained to cultivate the joy of NEWJOBPHORIA® with candidates and employees throughout their engagement with SPECTRAFORCE. http://www.spectraforce.com

Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, and hospital indemnity insurances. Additional benefits SPECTRAFORCE offers to the eligible employees include commuter benefits, 401K plan with matching and a referral bonus program. SPECTRAFORCE offers unpaid leave as well as paid sick leave when required by law.

Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws.

Explore SPECTRAFORCE, a global staffing company founded in 2004. Serving diverse industries with passion and expertise. Offices worldwide.