Administrative Assistant
Contract
Onsite
Pay Range: $21-25/hr
Must Haves:
Highschool diploma
MS Office knowledge
Preferred:
Associate’s Degree
Experience with Coupa and Adobe products
Experience in event coordination or hospitality management
Job Summary/Description:
The Global Communications team creates and delivers the stories that bring to life our company’s strategy, insights, capabilities and portfolio through audio/visual design, employee engagement, social media, public relations, and much more. We are looking for a collaborative, resourceful and detail-oriented person to perform a variety of administrative duties for the team, with specific emphasis on support for purchasing, event planning and internal processes.
Responsibilities
Potential responsibilities may include, but are not limited to:
Invoice and Purchase Order Management
• Review supplier documentation, create purchase orders and manage invoices promptly and accurately. As needed, process manual invoices and submit expedited payment requests.
• Maintain organized records within team financial tracking tools, as well as supplier relationship records, and create reports as needed.
• Liaise with suppliers and internal departments to resolve any discrepancies or issues related to invoices and payments. Includes new supplier onboarding into purchasing platform.
Event Planning Support
• Work with business leads to manage small-event registrations, including processing payments, show services orders, Certificate of Insurance (COI)/Commercial General Liability Insurance (CGL), communicating with attendees and event organizers.
• Coordinate hotel room bookings for stakeholders attending events, ensuring timely reservations and accurate information.
• Manage badge registration process for events, handling registration requests efficiently and accurately.
• Communicate with event organizers and stakeholders to gather necessary information and ensure smooth registration and accommodation processes.
Exceptional Service and Communication
• Provide exceptional client service, addressing concerns and inquiries with professionalism and efficiency.
• Follow up diligently on owned and assigned tasks, invoices, and requests to ensure timely resolution.
• Maintain open lines of communication with internal teams, vendors, and stakeholders, providing proactive updates and responding promptly to inquiries.
Sponsorship Program and Team Administration
• Shepherd sponsorship requests through appropriate reviews in online system, provide guidance to colleagues on appropriate procedures, respond to stakeholder needs, prepare reports, and maintain related resources.
• Prepare and follow-up on materials and reports for ongoing team processes, such as weekly database submissions tracking, entry and follow-up; and monthly meeting and quarterly report information gathering and follow-up.
• Assist team leaders and members with preparing documentation, reports and filing, as well as with travel, scheduling and in-person meeting planning, as requested.
We're Looking for Someone Who:
• Has organizational savvy, can maintain confidentiality and is good navigating people and priorities.
• Is a hands-on problem solver that is resourceful and proactive, with a continuous improvement mindset and a positive attitude.
• Is excellent at listening, organizational and time management skills with an attention to detail and follow-up.
• Is mature, has a professional demeanor and personal discretion to interact with business leaders.
• Possesses independent decision-making and problem-solving skills with the ability to develop solutions in a logical and systematic way.
• Has excellent communication and listening skills, with emphasis on writing succinctly and effectively.
