Address
Form of work Description
Provide administrative support to the Executives and assigned Department Heads (Client) for SARC & ACL Facilitate internal and external communication; Produce or edit presentations, documents and spreadsheets for the Executives Be involved in other aspects of the team's functions such as collecting and tracking documents as needed Proactive calendar management, scheduling meetings/calls for internal and external participants, manage conflicts and work with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS) Assist Finance & Legal Work with SARC/ACL finance with budget needs for special events, purchases, & outings Work with SAS's AP, AR, Finance teams etc. Any necessary / approved requests made Assist Facilities Procurement and distribution of office supplies Maintain office supply / Printer stations Assist Human Resources Working with recruiters by creating interview schedules for candidates Finding conference rooms for interviews Scheduling interview time on employees Knox (mySingle/PIMS) and Outlook calendars as needed Assist with corporate credit card request Update and maintain information and documentation on Admin Page on Sharepoint Create and share process documentation as needed Demonstrate SARC/ACL culture as a representative of the team by developing and maintain strong working relationships with other employees, contractors, vendors, and guests Management of "mailman" email groups as assigned Expenses Manage expense reports for Executives and other assigned DH's Track and file expense receipts Train employees as needed on how to submit expenses in GERP Purchase Orders, Invoices, & preferred vendor submission Learn to use our JIRA system to submit these request Travel Plan and process travel arrangements Prepare and process travel expense reports and submissions for Executives and assigned Client Submit TR/Ta in GERP Expense Trip receipts Book car services when necessary Submit global roaming for corporate cell phones when traveling internationally Meetings & Events Manage, collaborate and coordinate team or campus events as necessary, including but not limited to Coordinate catering/deliveries for team meetings, breakfast, lunches etc. as approved/requested by manager and up All hands meeting
Requirements
6-10 years of experience supporting department head-level executives in heavily matrixed organizations
Provide administrative support to the Executives and assigned Department Heads (Client) for SARC & ACL Facilitate internal and external communication; Produce or edit presentations, documents and spreadsheets for the Executives Be involved in other aspects of the team's functions such as collecting and tracking documents as needed Proactive calendar management, scheduling meetings/calls for internal and external participants, manage conflicts and work with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS) Assist Finance & Legal Work with SARC/ACL finance with budget needs for special events, purchases, & outings Work with SAS's AP, AR, Finance teams etc. Any necessary / approved requests made Assist Facilities Procurement and distribution of office supplies Maintain office supply / Printer stations Assist Human Resources Working with recruiters by creating interview schedules for candidates Finding conference rooms for interviews Scheduling interview time on employees Knox (mySingle/PIMS) and Outlook calendars as needed Assist with corporate credit card request Update and maintain information and documentation on Admin Page on Sharepoint Create and share process documentation as needed Demonstrate SARC/ACL culture as a representative of the team by developing and maintain strong working relationships with other employees, contractors, vendors, and guests Management of "mailman" email groups as assigned Expenses Manage expense reports for Executives and other assigned DH's Track and file expense receipts Train employees as needed on how to submit expenses in GERP Purchase Orders, Invoices, & preferred vendor submission Learn to use our JIRA system to submit these request Travel Plan and process travel arrangements Prepare and process travel expense reports and submissions for Executives and assigned Client Submit TR/Ta in GERP Expense Trip receipts Book car services when necessary Submit global roaming for corporate cell phones when traveling internationally Meetings & Events Manage, collaborate and coordinate team or campus events as necessary, including but not limited to Coordinate catering/deliveries for team meetings, breakfast, lunches etc. as approved/requested by manager and up All hands meeting
Requirements
6-10 years of experience supporting department head-level executives in heavily matrixed organizations
