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CB Executive Administrative Assistant

Req #: 170120324
Location: Atlanta, GA, US
Job Category: Admin/Secretarial
Job Description:

Day to day duties will include scheduling meetings and appointments, logistics coordination and management of certain projects, travel schedules, processing expense statements and reserving conference rooms as necessary. Your daily routine also includes interaction with various executive level internal clients across the lines of businesses. You will need to adapt procedures, processes and techniques to complete assignments in line with the department's activities and goals. The duties and administrative functions will require confidentiality, initiative, sound decision-making, independent judgment and the ability to escalate serious or unique problems to higher levels. 

Administrative Responsibilities:
• Compliance – Manage sensitive data policy requirements and required reporting for team (including Passport and Sensitive Data Reviews)
• Manage sports and entertainment tickets
• Expense Management – Processing invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines
• Telephone coverage for multiple executives
• Provide administrative support for the team
• Actively manage the calendars of multiple team members and work effectively with other administrative assistants to coordinate/plan meetings and conference calls, which may involve numerous time zones
• Book international & domestic travel arrangements and organize itineraries
• Process timely and accurate travel expense reports
• Develop and maintain electronic files as needed
• Assist with staff onboarding and off boarding which includes requesting equipment setup and system access
• Manage general office needs such as ordering supplies, mail distribution, facilities management and floor maintenance
• Demonstrate high degree of professionalism in executive interactions
• Work cooperatively with national full administrative assistants team, in positive partnership to back up each other smoothly
• Participate in planning of events and marketing activities including Customer Knowledge Center nomination, RSVP list, logistics and onsite assistance as needed
• Customer Knowledge Center contact maintenance and call note entry for team as needed
• Coordinate Sr. Executive Market visits including collecting profiles for client visits/meetings
• Manage Supervisory24 requirements including assisting with audit preparation and Patrol entries
• Participate in planning of events and marketing activities including Customer Knowledge Center nomination, RSVP list, logistics and onsite assistance as needed
• Assist in editing spreadsheets and presentations including printing and binding for client meetings - skills in Word, Excel, and PowerPoint required

Performance Expectations: 
• Self-starter, ability to work in a fast-paced team environment
• Willing and able to learn the business and fully understand how and why tasks satisfy business needs 
• Strong interpersonal, written, and oral communication skills
• Strong organizational and time management skills 
• Ability to work independently as well as part of the team to ensure that the needs of the group are always met and that adequate assistant coverage is provided to the group 
• Make yourself available to your peers to assist with overflow, special projects and day-to-day tasks 
• Strong Technical skills – hardware and software
• Tasks, whether routine or urgent, are completed successfully and in a timely manner 
• Understanding and demonstrating good problem-solving skills 
• Calendar management/document organization 
• Other administrative/general tasks 
• Maintain department equipment (fax machines, copiers, printers, etc.) 
• Coordinate group coverage (i.e., vacations, training and temporary assistance)
• Establish and maintain open communication policies with peers and managers across the country
• Maintain familiarity with all policy and technology updates 
• Maintain confidentiality of information


• Minimum 5 years senior executive secretarial experience (3 years with high level ED or MD/SVP) preferred
• Proven PC skills, highly proficient in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
• Enthusiastic, self-motivated, effective under pressure, and flexible
• Able to work with minimal supervision, works well individually and in teams, shares information, and supports colleagues
• Solid organizational and time management skills
• Excellent verbal and written communication and interpersonal skills required with the ability to produce high quality emails and messages to individuals at all levels of the organization
• Excellent telephone skills (i.e. takes accurate and complete messages)
• Expected work schedule 8am-5pm, M-F with flexibility for overtime depending on the work load
• Knowledge of the following systems: EURC, TEEMS, OTP, ePurchase, and Travel Express is a plus

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