Administrative Assistant I

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Job description

This exciting role requires superior attention to detail, great organizational skills, the ability to meet tight deadlines and to juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is important. Must be very efficient and highly attuned to the smallest of details, as well as being able to multi-task and working on tight deadlines in a high-pressure environment is crucial. A "can-do" attitude is essential.

Executive Support:

Day-to-day management of Executive's calendar in a fast-paced environment and anticipating critical events/Executive's needs (Schedule meetings/ appointments and manage travel itineraries)

Manage schedule by planning internal and external meetings, conferences, video conferences, arrange corporate events, etc.

Ensure Executive is prepared for all meetings (relevant materials, participants, background information, etc.)

Oversee Executive expenses and reimbursements and prepare submission of expense claims in a timely manner

Assist team in administrative and processing donations and paperwork for our philanthropic goals

Manage travel schedule, booking and logistics

Uphold a strict level of confidentiality, establish, and maintain relationships both internal and external

TFMC Support

Project assistance across all the TFMC committees

Provide calendar management support for the team

Responsible for taking meeting minutes and/or holding meetings on the Executive's behalf or her leadership team when not available

Prepare internal and external corporate documents/ presentations/run of show/one pagers and other project work as assigned

Develop and maintain databases of key data points for TFMC committees

Work closely with Finance on managing and keeping track of funds

Assist with research projects as needed

Duties and responsibilities may be amended from time to time in order to support efficient company operations

Bring your VIBE:

1-3 years of administrative assistant and/or advanced administrative support experience, ideally working with senior leaders in a creative environment

Excellent oral and written communication skills and professional presence with a customer service orientation

Remains calm under pressure

Ability to work in a fast-paced environment and perform a variety of tasks with a sense of urgency

Ability to prioritize work tasks and handle appropriately

Ability to redirect and change tasks quickly, and re-prioritize as new needs arise

A team-oriented individual with the ability to deal effectively with all levels of staff in the resolution of problems and the completion of tasks

Ability to process and integrate complex information and appropriately exercise independent judgment

Strong organizational skills necessary to organize and deal with workload that involves tight deadlines, managing multiple tasks and project simultaneously as well as confidentially.

Excellent personal computer skills including advanced skills in Microsoft Word, PowerPoint, Excel Outlook, Visio and/or Project (or similar program management software) required

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