Administrative Assistant (On-Site)

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Netsync Network Solutions

Administrative Assistant (On-Site)

Dallas, TX
Full Time
Paid
  • Responsibilities

    Detailed Description

    We are seeking a highly organized and proactive Administrative Assistant to support the Senior Vice President. This role is crucial in ensuring the smooth functioning of the VP's office and managing a wide range of administrative tasks. The ideal candidate will possess exceptional organizational and communication skills, with the ability to handle multiple tasks efficiently in a fast-paced environment, while maintaining utmost professionalism.

    Roles and Responsibilities

    Executive Support

    • Provide comprehensive administrative support to the VP of Operations, including managing schedules, appointments, and travel arrangements.
    • Prepare and edit correspondence, reports, and presentations as needed.
    • Handle confidential and sensitive information with discretion.

    Meeting and Event Coordination

    • Schedule and coordinate meetings, including preparing agendas, organizing materials, and managing logistics.
    • Arrange and coordinate internal and external events.

    Communication Management

    • Serve as a point of contact between the VP and internal/external stakeholders.
    • Screen and manage phone calls, emails, and other communications, ensuring timely and effective responses.
    • Draft and proofread correspondence and documents.
    • Address employee questions regarding expense reports and credit cards in coordination with the finance department.
    • Address questions regarding company travel and expense policies in coordination with Human Resources.
    • Document Management
    • Maintain and organize files, records, and documents, ensuring they are up-to-date and accessible.
    • Assist with preparing and tracking reports, presentations, and other documents as required by the VP.

    Project Assistance

    • Support the VP with various projects and initiatives, including research, data collection, and analysis.
    • Track project progress and deadlines, ensuring timely completion of tasks.
    • Assist in monitoring time and expense submissions
    • Verify expense claims for accuracy and compliance with company policies and procedures.

    Coordination with Other Departments

    • Collaborate with other departments and teams to ensure smooth communication and coordination on various operational matters.
    • Assist in organizing cross-departmental meetings and ensuring follow-up on action items.
    • Other duties as assigned by the manager.

    Additional Duties

    Skills and Experience

    • Proactive and fully engaged with a keen sense of initiative.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Excellent organizational skills and keen attention to detail.
    • Strong written and verbal communication skills.
    • Ability to handle multiple tasks and prioritize effectively.
    • Professional demeanor with exceptional customer service skills.
    • - Minimum of 1-2 years of experience in an administrative role preferred, preferably in a Human Resources environment.

    Minimum Qualifications/Technical and Education Requirements

    • Education : High school diploma or equivalent required; an associate or bachelor's degree in business administration, or a related field is a plus.
    • Experience : Minimum of 3-5 years of experience in an administrative role, with a preference for experience supporting senior executives.