Administrative Assistant

Job Type: 12 months contract (potential to extend) Description: E&F is in need of an Administrative Assistant to support our Execs and sections. Detailed Description of Responsibilities (but not limited to): 1. Manage multiple executive schedules. 2. Coordinate complex domestic and international travel arrangements - including meetings, logistics and travel (flights, lodging, ground transportation, necessary conference registrations) 3. Use sound judgement and personal knowledge of executives' goals and needs to anticipate and manage future needs and potential issues. 4. Process and manage time-sensitive and/or confidential tasks including actions, reports, events, dinners/conferences, with discretion and accuracy 5. Establish a positive, respectful, and trusting relationship with executives and their direct reports/departments 6. Promote company culture, decisions, and policies 7. Provide informational assistance and direct team members to reference policies, websites, IT resources, etc 8. Process expense reports for multiple executives (confirming receipts, amounts, accuracy of charges) 9. Perform daily clerical duties such as mail distribution, office supply ordering, business card ordering, etc. 10. Provide IT Support and/or input IT tickets on behalf of executives 11. Manage office space and maintain current seating chart of executive area 12. Provide support as needed for other team members in relation to executives' needs/goals/calendar 13 Provide support for on/off-site department events/functions/conferences including scheduling, catering, travel, etc (general coordination of event(s)) 14. Perform work that is varied and generally administrative and/or project-oriented. 15. Network extensively with many of the company’s executive administrative assistants 16. Provide after-hours support in the event of travel emergencies. Requirements: Required Qualifications: 1. 0 to 5 years of experience in Administrative Assistant role. 2. High capability of managing dynamic and challenging schedules for executives. 3. Ability to effectively communicate in person and via email with Toyota project team, general contractors, vendors, purchasing groups, etc. 4. Competency in Microsoft Office Suite: Word, PowerPoint, Excel, Outlook, Project. 5. Previous experience in event planning. 6. Knowledge and experience in the annual budgeting process. Additional Desired Qualifications: 1. Associates degree in business or related field 2. Oracle PeopleSoft and SAP Ariba