Operations Coordinator (Admin Assistant Duties)

Overview: Support the Executive Leadership Team (VPGMs and VPs) by performing administrative duties as outlined below.

Responsibilities

Organize travel arrangements as needed including airfare, car rental and hotel accommodations.

Prepare and complete expense reports for Executive Leadership team including approvals for their direct reports.

Client meeting support including booking meetings, setup and cleanup of conference rooms meetings. Ordering meals and / or making restaurant reservations.

Manage Executive Leadership calendars, ensuring important matters e.g. travel, meetings are up to date, including actively checking calendars at least once per week.

Manage invoice processing and tracking.

Maintain stock of client meeting room supplies and order as needed.

Maintain stock of office supplies and order as needed for the office workroom and for remote Executive Leadership team members.

Prepare correspondence, presentations, and/or reports with a “good eye” for PowerPoint.

Maintain VPGM org charts as needed for their respective teams.

Actively participate in the New Employee Onboarding process which includes coordinating and / or executing on the following: employee building pass, vehicle parking permit, American Express application, business cards, expense system training.

Maintain hotel and restaurant recommendation lists for client visits.

Process PAFs (Personnel Action Form) as required.

Additional duties as assigned.

Skills & Qualifications

Handle confidential matters with sensitivity and discretion.

Able to manage multiple priorities under tight deadlines.

Be able to deliver results under pressure often involving last-minute changes.

Strong communication and interpersonal skills.

Maintain strong working relationships with clients, customers, and company associates.

Able to prioritize conflicting demands and organize time.

Good problem-resolution skills.

Proficient in Microsoft Office applications including Word, PowerPoint and Outlook with intermediate to advanced Excel skills required.

Education/Experience: High School Degree or GED required. Up to 5 years’ experience in an administrative position.

Physical Demands: Ability to lift and carry light objects.

Work environment: Office environment.

Language Skills: English is the primary language skill; however, bilingual skills may be required based on business necessity.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

CROSSMARK is committed to providing accessible employment practices and welcomes applications from people with disabilities. If you require accommodation for a disability during any stage of the recruitment process, please let us know.