Overview

Job Locations:
Charlotte
Jacksonville
Newark
Newark
Pennington
Jacksonville

Job Description:

Job Posting Description:

Typically supports a Band 1 executive, handling administrative duties. Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives. May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.

Line of Business Role Overview:

This role supports the Unemployment Programs Operations Executive and team. The ideal candidate must have experience working in a fast paced work environment with the ability to multitask and perform with a great level of efficiency. Performs diverse, advanced and confidential administration support functions, will have exposure to sensitive information, and must use considerable tact, diplomacy and judgment.

This role will support an executive and their direct reports and responsibilities will include:

  • Heavy calendar management (coordinating and scheduling internal and external meetings and travel), while ensuring the Executive is prepared with the appropriate documentation, information and reports needed to participate

  • Arranging meetings with teleconference and videoconference capabilities by coordinating meeting and site locations

  • Creating meeting agendas and compiling and distributing meeting minutes

  • Extensive scheduling of domestic travel

  • Completing, reviewing and/or approving travel and expense reports

  • Screening and responding to incoming calls: forwarding & responding pro-actively as appropriate

  • Regular communication and interaction with all levels of leaders and business partners (i.e. Finance, Human Resources and Technology) to gather or convey relevant or sensitive information

  • Processing various Workday transactions including terminations, transfers, staffing requisitions, etc.

  • Assisting with the planning of the All-Hands, Town Halls and off-site events

  • Composing and preparing correspondence, presentations, reports, spreadsheets etc.

  • Reviewing and approving ARM requests, technology requests, office supply orders, global recognition awards, milestone tracking, etc.

  • Prioritizing conflicting needs and handling matters expeditiously and proactively

  • Serving as on-site administrative support for local employees and being a resource for basic company policies and procedures

Required Skills

  • 5 or more years administrative experience supporting senior leaders

  • Strong knowledge of utilizing Concur, Ariba, Outlook, Word, Power point and Excel

  • Ability to perform in a fast paced environment and interact with senior management under highly demanding conditions

  • Polished and professional in phone and email communications

  • Strong attention to detail, ability to work effectively and under pressure and time constraints.

  • Exceptional problem solving skills and tenacious work ethic.

  • Excellent time management, organization and multi-tasking.

  • Ability to manage executive material with highest degree of confidentiality

  • Continuous focus on delivering outstanding experiences for our clients and stakeholders

Desired Skills

  • Knowledge of the Unemployment Programs Team

Shift:

1st shift (United States of America)

Hours Per Week: 

40