Position Overview:

The Administrative Assistant plays a key role in supporting the daily operations of the Communications & Brand Experience team. This includes scheduling meetings, assisting with events, maintaining databases, and handling invoices, contracts, and reports. The role requires a proactive mindset, an entrepreneurial spirit, and the ability to manage multiple priorities effectively. The ideal candidate is a resourceful problem-solver with strong communication skills.

Department Overview:

The Communications & Brand Experience team is responsible for enhancing and safeguarding the company’s reputation, engaging with customers, prospects, employees, and other stakeholders. Externally, the team manages marketing and communications efforts, including branding, advertising, sponsorships, public relations, social media, marketing materials, events, and conferences. Internally, the team works with global and regional leaders to communicate key information on strategy, business goals, and company culture while fostering employee engagement on topics such as diversity, equity & inclusion (DE&I), community impact, and sustainability.

Key Responsibilities:

Provide administrative support, including processing invoices, managing contracts, submitting expenses, scheduling meetings, and handling financial reporting.
Assist in managing third-party vendors, including ordering print materials and branded gifts.
Support event planning for internal events and engagements, coordinating logistics, room reservations, catering, and materials.

Qualifications and Skills:

4+ years of related experience in a similar role.
Proficiency with Microsoft Excel, PowerPoint, Word, and Teams.
Strong attention to detail and a strong work ethic.
Ability to multitask, prioritize, and thrive in a fast-paced environment, working with a sense of urgency.
Event management experience.
Excellent verbal and written communication skills.
Strong interpersonal skills and ability to build relationships with internal and external stakeholders.
Knowledge of Concur, Agiloft, and Cvent preferred, but not required.
Graphic design experience is a plus.

LevelUP HCS

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Administrative Assistant