Location: White Plains,NY, USA
Position Summary
The Administrative Assistant to the SVP Marketing & Communication is directly responsible for providing administrative services and support essential to the Marketing/Communication & Community Relation Team's mission. Specifically, the position is responsible for providing assistance to the SVP, providing general office management including day-to-day operations of the Office, and meeting coordination.
Essential Functions and Responsibilities Includes the Following:
* Understands and adheres to the WPH Performance Standards, Policies and Behaviors.
* Provides comprehensive support services to the SVP that ensures professional, responsive and effective experience.
* Briefs with SVP on an ongoing and proactive/timely basis. Ensures SVP is prepared for meetings, taking minutes as requested.
* Responsible & accountable for the overall operations of the Office, managing the day-to-day administrative affairs of the SVP.
* Provides sophisticated calendar management, scheduling all meetings and commitments and providing logistics. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance, makes judgments and recommendations to ensure smooth day-to-day engagements.
* Administers correspondence, manages incoming calls, and prioritizes messages, emails and mail. Handles all calls with sophistication and professionalism.
* Uses Outlook, Word, Excel and PowerPoint to produce materials & presentations for meetings.
* Prepares for meetings and events including creating agendas, ordering food, booking conference rooms and arranging video/audio equipment.
* Processes all invoices for department. Works with Finance to ensure vendors get paid on time.
* Processes all incoming correspondence prioritizing and determining disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation and reply.
* Researches, reviews and prepares responses for SVP's signatures.
* Oversees & coordinates ongoing maintenance and repairs of office equipment as needed.
* Maintains files used by SVP.
* Responds to and addresses confidential and sensitive information with poise, tact and diplomacy.
* Coordinates with HR and IT to onboard new department employees, ensuring they are set up for success when they begin.
* Provides oversight and supervision to volunteers.
* Works beyond the normal workday to accomplish duties and responsibilities, including but not limited to, attendance at evening meetings and events, which includes appropriate board subcommittee meetings.
* Performs all other duties as assigned.
Education & Experience Requirements
College Degree required. Bachelor's degree or combination of education and/or experience preferred.
Five to seven years professional experience in administrative or executive assistant role preferred.
Experience with Microsoft Office Suite required.
Core Competencies
* Strong verbal & written communication skills.
* Independent judgment & decision-making skills
* Attention to detail
* Strong planning & organization skills
* Ability to adapt to readily changing environment & requests
* Ability to interpret a variety of instructions
* Retains composure under stress