- Manages Projects SharePoint sites including permissions hierarchy, external partner access, & working with
- stakeholders to troubleshoot and ensure continuous improvement
- Manages several SharePoint user request queues related to portfolio-facing SharePoint sites, fulfilling requests and responding to user questions
- Maintains automated flows for various SharePoint requests and troubleshoots with stakeholders
- Manages status report tracking in support of Initiative Governance, connecting with initiative leads and creating report summaries as necessary
- Maintains Project Staffing list, works with stakeholders to ensure accuracy, helps with onboarding, and assists with resource mapping analyses.
- Manage updates to financial reporting workbook in support of further efficiency, optimization, and usability
- eTime and demand report creation to support business analysis and forecasting
- Support executives by reading, researching, and routing correspondence; drafting letters and documents;
- collecting and analyzing information; initiating telecommunications.
- Coordinates both individual and departmental meetings, off-site activities and meetings with vendors/suppliers;
- provides support for meetings by assuring technical requirements are met and providing meeting summaries upon
- request.
- Phone and calendar management as well as timely scheduling ensuring meetings are prioritized and occur within
- appropriate timelines keeping various time-zones in mind.
- Maintain and organize office operations and procedures such as filing system, expense reports, requisition of
- supplies, and other administration services.
- Prepare spreadsheets, PowerPoint presentations and drafts basic correspondences as requested.
- Prioritizes activities and takes prompt action based on an understanding of departmental objectives and business
- needs.
- Adhere to T&E policies, including booking travel (domestic & international) and monthly reconciliation of business
- expenses.
- Ensure manager's preparedness for meetings (e.g., assemble meeting materials & pre-reads)
- Prioritize and complete support requests in a timely manner (i.e., issues with IT, systems, facilities, etc.)
- Independently researches more complex inquiries and responds or escalates inquiry, recommending solutions as appropriate.
- Maintains professional and technical knowledge by remaining current with BMS continuous learning modules.
- Submission of Purchase Orders into Ariba.
Qualifications & Experience
- Proven English speaking, writing skills, reading and comprehension.
- Associate or bachelor's degree in any discipline
- 5-8 years of experience in a fast-paced matrixed business environment
- Demonstrated proficiency of standard business software applications including, but not limited to Microsoft Office
- Suite: PowerPoint, Excel, Word, SharePoint
- High proficiency in and demonstration of critical thinking, problem-solving, and decision making
- Proven ability to self-supervise and act independently to identify/resolve issues
- Anticipates needs and assesses and manages business and organizational risks
- Thorough understanding of company policies
- Prior success in situations requiring adaptability/ flexibility
- Must demonstrate excellent communication and interpersonal skills, with the ability to interface with a broad range of internal and external stakeholders at all levels of the organization
- Has proven track record on delivering results
- Has strong organizational skills, pays close attention to detail and follow-up, and properly balances priorities and resources.
- Maintains a positive attitude, a high level of productivity, and is adaptable to change.
- Demonstrates ability to prioritize, pro-actively work independently and collaboratively with other administrative
- assistants/external partners, across organizational levels, functions, and supports business needs across different
- time zones and during periods of heavy workload.
- Ability to multi-task and adapt quickly to competing priorities while remaining focused.
- Ability to work effectively under pressure to meet deadlines.
- Successful candidate must be able to learn new tools and systems in an ever-evolving environment.
- Exhibits a positive work attitude, and high productivity.
- Proven track record of collaboration with other administrative assistants in order to ensure business needs/goals are met.
