Report to and support the Head of Transactions within Business Development and additionally supports executive director level staff.
Coordinate and orchestrate internal and external meetings for the Transactions and Ventures teams.
Manage all aspects of on-site logistics such as visitor badges, lunch orders, and escorting external parties.
Ensure smooth operations, including AV and technical needs, working with IT as needed.
Proactively manage calendars with a focus on efficient time utilization, conflict management, and ensuring adequate preparation time for meetings and activities.
Coordinate domestic and international travel arrangements amidst dynamic business requirements.
Perform data entry into databases for activities such as initiating confidentiality agreements and updating the business development CRM database.
Prepare and process expense reports in a timely manner.
Work closely with other Administrative Coordinators and Executive Assistants within the organization.
Demonstrate the ability to take on ad hoc administrative projects as needed and provide temporary coverage for other administrative assistants.
Requirements
Associate’s degree and 4 years of administrative experience OR High school diploma / GED and 6 years of administrative experience
Highly proficient in Microsoft Suite, including Outlook and PowerPoint, as well as MS Teams, and familiarity with using databases and shared document systems, including SharePoint.
Exceptional communication skills, both oral and written.
Flexibility amidst rapidly changing meeting and travel requirements.
Professional and positive demeanor with excellent interpersonal skills.
Proactive and collaborative personality, requiring initiative, tact, creativity, and good judgment.
Strong and clear internal and external communication skills.
Capable of efficiently managing multiple tasks, including meeting bi-weekly and monthly recurring deliverables with ease.
Ability to work quickly with a high level of accuracy and thoughtfully escalate issues to ensure appropriate prioritization.
Benefits
A comprehensive employee benefits package, including a Retirement and Savings Plan with generous company contributions
group medical, dental and vision coverage
life and disability insurance
flexible spending accounts
A discretionary annual bonus program, or for field sales representatives, a sales-based incentive plan