Job Description

Summary

Provides principal secretarial and administrative support for the leadership of their assigned group within Technology at the Dallas HQ location.. Maintains a close and highly responsive relationship with the day-to-day activities of leadership, working independently and receiving a minimum of supervision and guidance. Supervises support activities performed by vendors for the benefit of the Directors, such as printer repairs, break-room equipment repair, etc. The incumbent will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Roles & Responsibilities Other duties may be assigned.  Directly or through others, the incumbent:

• Provides secretarial and administrative support to Technology leadership.
• Processes invoices, expense reports, job orders, and travel and purchase card statements using various business applications.
• Leads the purchasing and coordination of travel schedules for the Technology groups traveling overseas (India, Manila, etc.) to work with business partners.
• Leads the purchasing and coordination of travel schedules for the Directors for the seminars, conferences, etc.
• Assists with timely signing of important documentation by notifying the Directors when such documentation is ready for their signatures and facilitating the process to ensure the Directors have the answers to any questions related to the documentation
• Coordinates multiple job assignments including reports, presentations, newsletters, and special projects, using various PC software and business applications
• Supports the Directors development of reports, presentations, newsletters, etc. by reviewing formatting and grammatical details
• Utilizes available resources for optimum efficiency, sets priorities, and organizes work to ensure assignments are completed on time
• Assists with the day-to-day operations of  Technology, including ordering supplies, managing office equipment, and the workspace.
• Provides administrative support for Technology projects, including ordering food, booking meeting rooms, and coordinating logistical needs.
• Maintains and applies working knowledge of Company and business unit policies, practices, and procedures.
• Performs all essential aspects and functions of the job as well as any other specific job requirements.

Education, Experience, & Skill Requirements

• Education: High school diploma or equivalent; Associate’s or Bachelor’s degree preferred
• Five years’ experience in administrative support functions preferred
• Advanced proficiency in Microsoft Office.
• Working knowledge of Company and business unit policies, practices, and procedures.
• Expertise in managing general office administration such as calendar management, making travel arrangements, coordinating meetings, conferences, and employee functions.
• Ability to handle confidential and sensitive issues.
• Capacity to multitask supported with ability to set priorities and execute judgment.
• Have excellent interpersonal and communicating skills.
• Hybrid work environment with 4 days in office requirement.

Measures of Success

• Shows proficiency and attention to detail in creating letters, reports, proposals, and presentations.
• Completes assignments in a timely manner with little or no supervision.
• Utilizes available resources for optimum efficiency.
• Displays capacity to multitask by setting priorities and using organizational skills.
• Demonstrates excellent interpersonal and communicating skills and the stamina to meet deadlines.
• Applies working knowledge of Company and business unit policies, practices, and procedures.
• Applies knowledge of internal systems and software.
• Succeeds in adapting to change in a fast-paced environment.