This position provides assistance to the Operations teams, including the Senior Vice President for Operations, Integrated Marketing, Human Resources, Information Technology and Facilities. This position includes a wide variety of responsibilities including tracking and coding of all vendor invoices, filing, records retention, and back up to the receptionist and mail room. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Administrative Support
  • Open, sort/route mail and process all correspondence
  • Supply word processing, spreadsheet and general computer support
  • Maintain the SVP’s calendar and coordinate scheduling
  • Maintain physical and electronic files and office systems
  • Distribute communications to other personnel as necessary
  • Schedule/set up conference/Zoom/Teams calls
  • Arrange for catering during meetings when appropriate
  • Prepare a variety of mailings in support of operations departments
  • Participate in contract process, including updates to templates and training new administrative assistants and coordinators on processes
  • Participate as a member of the headquarters administrative support team, participating in coordinator meetings and providing support as needed

• Invoicing:
  • Process invoices, check requests, expense reports, and other financial documents for the SVP, Integrated Marketing, Human Resources, Information Technology, and Facilities departments in a timely manner and follow up as appropriate.
  • Correctly code invoices; track against budget/contract value and obtain approval signatures before submitting to finance for payment.
  • Monitor costs against budgets/contract value prior to submitting invoices for signature.
  • Maintain tracking of all invoices received, coded and paid.
  • Follow up with vendors for missing invoices or general inquiries.

• Facilities Support:
  • Serve as daily coverage for front desk during regularly scheduled receptionist lunch breaks.
  • Serve as backup receptionist on days the receptionist is absent.
  • Serve as backup coverage for mail room duties.
  • Perform other duties as assigned