Administrative Assistant - Optimal Inc.

Position Description:

This position supports the directors and senior managers of company's Enterprise Resource Planning (ERP) and helps coordinate general logistic needs for the ERP organization located in the United States. Responsible for general executive support and organization, including managing incoming and outgoing mail, e-mail correspondence and daily schedule and meeting preparation. Schedule meetings, often involving global personnel and locations and use of WebEx or equivalent technologies. Arrange conference rooms for large events, support program planning activities on offsites, engage with vendors to coordinate offsites or workshops. Resolve meeting requests and conflicts in a timely and efficient manner. Provide high quality administrative support on the development and preparation of organization charts, reports, communication and correspondence, spreadsheets, SharePoint, Power Point presentations, etc. Coordinate and organize all travel plans including scheduling, itineraries, travel expense reports, submissions and reconciliations. Coordinate and reconcile all approval requests (domestic and international) for the organization that require VP approvals. Assist with equipment needs and access needs in the onboarding of new employees. Represent office in a professional manner on phone, e-mail and in person, interface effectively with employees at all levels. Maintain and follow up on assignments and requested information as required. Maintain the highest level of confidentiality and handle sensitive information with extreme care.

This role is hybrid, in office every Wednesday, and two Mondays a month. So, in office 1-2 days/week, remainder at home

Skills / Experience Required:

Position Qualifications and Must Have Skills:

• Pays attention to detail and can work through a difficult situation in a calm way.
• Strong oral, written and interpersonal communications skills. Strong organizational skills and the ability to work independently with minimal supervision.
• Ability to plan, prioritize and support multiple assignments and projects simultaneously.
• Proactive in resolving issues/concerns. Proficient in use of Company software (Outlook, PowerPoint, Word and Excel and other programs as required). Excellent relationship skills, a team player.
• Experience handling contracts: document comparisons, organizing, obtaining signatures. Ability to interact and work with individuals at all levels and disciplines of the Company.
• Experience working with executive or senior level management and subsequent support needs.

Education Required:

Associate or Bachelor's Degree in applicable discipline or equivalent work experience in the requested field