Executive Assistant / Operations Manager

Employer
System One
Location
Washington, DC
Posted
Oct 12, 2017
Closes
Oct 16, 2017
Hours
Full Time
System One has a temporary opportunity for an Executive Assistant/Operations Manager to support our client's Senior Vice President of Global Government Affairs & Sustainability. The Executive Assistant will also have operations oversite and office management responsibilities. This is a high profile position requiring the Executive Assistant to be able to work under pressure with minimal supervision. Working title: Administrative and Operations Manager Important employment information 6 month position with possibility of going direct if the future. Drug screen / background check Local to Washington DC / no relocation Hours: 8:00am to 5:00pm Overview This position provides executive support for the Senior Vice President, Global Government Affairs and Sustainability, as well as operations oversight and office management. The Government Affairs & Sustainability office is fast-paced and dynamic, so being proactive and flexible is a must. The position requires a high degree of sensitivity and discretion in dealing with confidential matters, as well as excellent planning, execution, communication and organization skills. This position will work with stakeholders inside and outside the company, so a collaborative mindset is very important. The Administrative and Operations Manager reports to the Director, Strategy & Program Coordination, in the GA&S Organization. Major Activities/Key Challenges The Administrative and Operations Manager will perform the following primary functions: Executive Support For the Senior Vice President, Global Government Affairs & Sustainability, manage time, calendar and travel logistics. Ensure transportation, hotels, expenses and registrations are managed effectively and all logistics run smoothly. Serve as administrative point of contact for senior executive visits, including scheduling appointments and managing DC-related travel logistics. Manage meeting preparation for the office including briefings if necessary, agendas, required equipment (including set up), and logistics (including refreshments.) Submit all expenses for the Senior Vice President in a timely and accurate manner, retaining and organizing all documentation, in accordance with company policies. Operations Support Lead GA&S procurement, including the preparation and execution of purchase orders in a timely, prompt and accurate manner. Support the Director on GA&S budget and financial management. Prepare and file quarterly state and federal corporate lobby reports and individual reporting for government affairs team. In accordance with US law and corporate policy, maintain all records, including purchasing, contracts and required state and federal government filings. Support annual internal and external expense audits. Maintain and track a contact database for the Senior Vice President and the GA&S team. Ensure that the GA&S SharePoint site is up to date with relevant information. Office Management Responsibilities Maintain a neat, professional appearance within the DC office. Ensure the office has all necessary supplies on a timely basis. Serve as office liaison with building management and address any maintenance issues or other problems promptly. Serve as administrator and interface between office personnel and Client IT staff. Serve as office point of contact for all IT and telecommunications infrastructure. Greet visitors and manage any other door traffic, including package delivery. Manage incoming and outgoing office mail. Subject to the candidate's capabilities, additional responsibilities may be added. Required : 2-year degree in business or secretarial science, and/or a minimum of 5 years' experience supporting a senior executive or serving as an office manager Excellent verbal and written communication skills Ability to perform multiple tasks under pressure with minimal supervision Demonstrated experience interacting professionally with a broad range of internal and external stakeholders Previous experience utilizing Microsoft Outlook, Excel, PowerPoint and SharePoint We would like to see experience in these areas: Familiarity with annual reporting, audits, and lobbying filings Experience working with global/virtual offices Computer-savvy, with the ability to troubleshoot office equipment/work efficiently with IT to resolve issues