Administrative Assistant, Global Financial Operations

This is a Full Time Job

The Administrative Assistant II, Global Finance Operations will be responsible for assisting the Line of Business VPs, with travel schedules, managing and scheduling groups meetings and steps in as office manager and facilities coordinator as needed. Additionally, this role will liaise with IT support and Global Service Desk when issues arise. A successful candidate must have a ''can do'' attitude and an affinity to solution-focused mindset.

Responsibilities

• Scheduling and setting up meetings, conference calls, video conference calls and booking rooms.
• Consolidating and updating reports
• Providing general office support (answering phones, ordering office supplies, updating office directories, etc.) including supporting working from home activities.
• Making travel arrangements and performing expense report preparation via the Concur system.
• Organizing teambuilding events to include monthly birthday gatherings, team lunches.
• Collate and intake responses from international offices on ad hoc requests.
• Assist with onboarding new resources, including requesting and handling Security's clearances.
• Supports various projects by tracking/updating progress and deliverables.
• Acts as office manager and facility coordinator.
• Is the SME for all things related to travel coordination, passports and visas applications.
• Coordinates various presentations as needed.
• Liaise with IT and Global Service desk when issues arise within GFO NA teams.
• Processes invoices in support of MPG GFO.
• Create and manage spreadsheets to support travel and project costs tracking.
• Is the preferred PTO back fill for other executives outside of the group when their EA are out of office.

Qualifications

• Bachelor's degree preferred
• 1-3 years of experience as an administrative assistant
• Highly motivated and professional
• Interested in assisting in efficient departmental administration
• Ability to work in a fast-paced environment
• Strong organization skills and able to handle multiple projects and effectively prioritizes
• Strong inter-personal skills across all levels of management and excellent collaboration capabilities
• Proactive and excellent communication skills, both verbal and written; heavy email correspondence
• Ability to learn new applications (PPM, ServiceNow, etc.)
• Proficient in Microsoft Word, Excel and PowerPoint skills required
• Ability to maintain confidentiality
• Ability to quickly grasp new concepts and problem-solve with reasonable independence;
• Strong initiative and ability to manage multiple projects while working in a cross-functional team environment