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