Duties will include, but are not limited to timekeeping, expense processing, travel arrangements, planning and coordinating various events/meeting, calendar management, preparing correspondence, handling compliance related duties, and assisting with special projects.  This position handles extremely personal and confidential information and requires the highest level of discretion, integrity, and ethics.  Finally, the successful candidate must exhibit Our Values and be a team player with an exceptional working knowledge of Microsoft office applications. 

This position is located at 241 Ralph McGill Blvd., Atlanta, Georgia and is a hybrid role (4 days office/1 remote). 

Qualifications

Educational Requirements:

• HS Diploma with 3+ years’ experience or 
• Bachelor’s degree

Experience Requirements:

• Experience with business expense processing, timekeeping, calendar management, meeting/event management, and travel arrangements preferred
• Experience with Microsoft Office applications required

Summary of Position Duties and Responsibilities:

• Maintaining Managers’ schedules and calendars
• Processing employee time for multiple employees in Oracle
• Managing internal tracking and processing of FMLA time documentation
• Creating and preparing expense statements in a timely manner for multiple employees
• Scheduling, planning and coordinating meetings and events, including logistics, agendas, presentations, meals, supplies, billing, etc.
• Setting up and coordinating virtual meetings
• Maintaining Outlook distributions lists
• Tracking of ad hoc employee files and other files, some of which could contain confidential or sensitive information 
• Working with other administrative assistants to provide backup coverage and support
• Assisting with the preparation of presentations, reports and communications
• Support leadership with hiring processes, including preparing for and scheduling interviews, and compiling information on candidates.

Specific Skills & Knowledge:

• Supporting a matrix organization with travel arrangements and expense reporting as required.
• Student of the business and organizational savvy. 
• Coordinating logistics, agendas and scheduling for department and leadership meetings.
• Overseeing conference rooms and their scheduling, anticipating and resolving scheduling conflicts.
• Assisting with time entry tasks, including sending reminders, clarifying processes, and reviewing entries to ensure manager approvals are complete.
• Providing support for the hiring process for leaders, including scheduling and logistics.
• Coordinating office facilities and managing the procurement of supplies for the department.
• Building strong relationships with other administrative team members and providing backup support as necessary.
• Handling mail distribution for the floor.
• Ability to work independently
• High discretion, confidentiality, and diplomacy
• Prioritizing and coordinating tasks with minimal direction
• Excellent verbal, written, and interpersonal communication skills
• Assisting with managing others' schedules
• Intermediate proficiency in MS Word, PowerPoint, Excel, Oracle, and ERP systems
• Efficient under pressure with multiple deadlines
• Professional representation of the company
• Producing accurate and timely results with attention to detail

 Working Conditions/Physical Requirements:  

• Ability to work at a computer
• This position requires occasional travel for events such as, but not limited to team buildings, lunches/dinners, training conferences, offsite meetings, etc.
• This position requires the ability to lift up to 10 - 20 pounds