Administrative Assistant - Temporary

JOB SUMMARY
The overall objective and purpose of the Administrative Assistant position is to provide administrative support to one or more Corporate Executives. The incumbent is responsible for developing strong communication and relationships internally and externally in support of the Kessler Collection as well as proactively communicating, responding to questions and requests, solving problems, providing information, maintaining and organizing data, and protecting the integrity of all parties. They are to demonstrate Kessler Values of Teamwork, Integrity, Profitability, Enriching and Relentless as well as Service Standards at all times to ensure a positive environment.
CORE RESPONSIBILITIES

• Primary duties, responsibilities, and tasks include, but are not limited to the following:
• Monthly
• Reports - Run, edit and distribute as needed (GSS and Ad Hoc)
• Call List - Update and distribute (who, what, why)
• Calendar - Administer and update Annual Scheduled Events and Monthly Travel
• Monthly Credit Card Statement - Reconcile and provide all receipts and spreadsheet to Accounting
• Expense Reports - Prepare and complete per company guidelines
• Daily / Weekly / As Needed
• Answer phone calls as required, using correct salutations and telephone etiquette. Route calls and take messages as appropriate
• Maintain contact lists and cell phone list
• Arrange conference calls and webinars
• Assist with conference planning, preparations and agendas
• Coordinate schedules and make appointments
• Assist with scanning, filing, organizing and miscellaneous tasks
• Compose, type, prepare and route routine correspondence, e-mails and faxes
• Organize and maintain file system, and file correspondence and other records
• Assist with YPO event planning and correspondence as needed
• Prepare Holiday Cards and maintain card list
• Create & Update pertinent OneNote Notebooks
• Discuss progress updates and % completion during weekly 1:1 meeting
• Assist with company and various department projects as assigned
• Assist in managing the following calendars:
• Executive(s): Follow up Fridays, Prepare documents for Review
• TKE Meetings
• Operations: Annual Projects / Focuses (First of the year and ongoing)
• Travel Administration (Business & Personal as needed)
• Airline (reserve, assign seats, add frequent flyer info)
• Guest Room Reservations
• Maintain executive's frequent traveler programs (mileage, credits, expiration dates, etc.)
• Conference Registration and Payments
• Pre-Payment of Rooms via Credit Card Authorization Form (As Necessary)
• KNOWLEDGE, SKILLS, AND ABILITIES
• Strong written, verbal, and interpersonal communication skills
• Comprehensive knowledge of Microsoft Office software including, but not limited to Word, Excel, PowerPoint and Outlook
• Ability to create, update and distribute routine reports and correspondence
• Ability to speak effectively and professionally with individuals or groups inside and outside of the organization
• Must have the ability to prioritize, organize, and act efficiently and with urgency
• Ability to manage multiple priorities and tasks at any given time

MINIMUM QUALIFICATIONS

• Associate's degree (A. A.) or equivalent from two-year college or technical school - required - OR
• Six months to one-year related experience and/or training - required - OR
• Equivalent combination of education and experience - required

SUPERVISORY RESPONSIBILITIES

• No direct reports

WORK ENVIRONMENT

• Must be comfortable working in shared spaces
• Must be able to cope with frequent changing priorities and deadlines with a high degree of optimism, professionalism & collaboration
• The majority of time will be spent indoors

PHYSICAL DEMANDS

• While performing the duties of this job, the incumbent is regularly required to sit, stoop, bend and crouch
• Push, pull, and lift up to 25lbs
• Reach with hands and arms, use fingers to handle or feel
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust and focus
• While performing the duties of this job, the incumbent is required to speak and hear

The Kessler Collection is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.