This position is fully onsite in Newport, Rhode Island and is responsible for diverse administrative and business management activities in support of several top executives. The nature of these responsibilities requires a highly professional individual with excellent interpersonal skills and the demonstrated ability to manage confidential information. This position will have daily interface with all levels of internal management and staff.
Essential Job Functions
Day-to-day responsibilities will include but are not limited to the following:
Provide substantive executive and administrative support.
Heavy calendar and phone management.
Help with ADHOC reports.
Interface with internal departments and externals to schedule and organize appointments, conference calls, and events, in-house and external meetings.
Coordination of logistics for various events and meetings.
Organize all phases of extensive travel arrangements including air, hotel, and ground transportation providing organized, detailed travel itineraries.
Tracking and documenting all business expenses via Concur Expense Reports.
Heavy phone management - Cisco Phones.
Producing various communications, including letters, memos, presentations and reports.
Representing Executive Office on various administrative, people and facilities matters.
Responsible for extremely confidential matters and time sensitive materials.
Be available via cell after hours.
Special projects as assigned.
Highly accomplished interpersonal skills, go-getter attitude.
Capacity to process and disseminate information quickly and accurately.
Outstanding verbal and written communication skills.
Highly professional work ethic, appearance and demeanor.
Ability to manage multiple priorities and requests.
Strong attention to detail and follow through.
Candidate must be a take-charge and highly organized individual.
Creative thinking is essential and the ability to offer alternative viewpoints in a respectful, collaborative, and professional manner.
Confidentiality and discretion are key components to be successful in this role.
Demonstrated expert level judgment and decision-making skills.
Hybrid position with the flexibility to change in-office days critical, willing to work overtime with short notice and be accessible via cell during nonworking hours.
Requirements
Full knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
1+ years of Executive level Administrative Assistance experience
Excellent attention to detail
Ability to multitask in a high-pressure environment
Educational Requirements
Minimum undergraduate degree
Salary to commensurate with experience
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