Admin Coordinator

Summary

Reporting to the Head of Product Strategy, the Senior Administrative Assistant provides administrative support to the Product Strategy organization in a fast-paced environment. The primary accountability is to ensure the needs of the executive and the department are prioritized, organized and executed in order to maximize their productivity. This is accomplished by coordinating the support of the various leaders, as well as routine departmental support as requested. Daily items for assigned personnel include calendar management, scheduling of meetings, phone support, expense reports, travel arrangements, word processing of documents, development of presentation slides, tracking/processing of purchasing requests (proposals, POs, accruals), and any other departmental support tasks as assigned.
The incumbent must be flexible, a team player, and is expected to have the judgment necessary to prioritize conflicting goals, keeping everyone aware of the conflicts and communicating effectively with the organizations being supported. They will demonstrate leadership and strong collaboration with Administrative Professionals within the organization.
It is also expected that this role will exercise sound judgment and discretion and maintain the strictest confidentiality as they will be exposed to sensitive information. The incumbent may be required to manage projects for the departments

Responsibilities
Maintains a complex and changeable calendar including arranging meetings (all logistical details, catering, technology, etc.),
Schedules international and domestic travel and prepares itineraries for leadership
Prepares routine and non-routine correspondence, memoranda, reports, spreadsheets and presentations. Contacts company employees at all organizational levels to gather information. Facilitate annual budgeting and coordination with finance for budget tracking. Create status updates and dashboards. Establish and maintaining a data sharing platform such as TEAMS or SharePoint. Contribute to the rollout and support of new processes for the group. Provide consistency and quality across all presentations and team materials. Prepares expense reports
Present a professional and welcoming presence, representing the team and handling communications with internal and external customers and partners such as working with recruiting to help arrange interviews for the team
Supports leadership on setting up POs and tracking invoices
Handles special projects as requested

Education and Experience Requirements
• High School diploma, or equivalent
• Bachelor’s degree preferred
• Generally has 5 years of advanced administrative experience in a professional environment

Key Skills, Abilities, and Competencies
• Present in a professional manner at all times; be detail-oriented, thorough and accurate, be customer and employee focused, demonstrate resiliency and high productivity in a fast-paced environment required.
• Excellent verbal and written communication skills are required to properly draft and edit meeting agendas, correspondence and presentations and interface with senior leaders required.
• Demonstrated team player with sense of urgency and a record of proactively taking initiative as appropriate and must handle confidential matters requiring discretion required.
• Strong computer skills and experience in productivity and portal technology systems to effectively handle Microsoft Office, Sharepoint, Concur and expense reporting processes required.
• Word: Forms, Mail Merge, Index and Tables
• Excel: Forms, Formulas, Functions, Pivot Tables, Graphs
• PowerPoint: Graphics, Animation
• Experience making international and domestic travel arrangements, and coordinating on/offsite meetings are required
• Ability to maintain confidentiality
• Ability to use a personal computer to accurately type a minimum of 50 words per minute
• Ability to operate general office equipment
• Knowledge of proper English usage, grammar, vocabulary, spelling

Complexity and Problem Solving
• Works on assignments that are complex in nature where considerable judgment and initiative are required in resolving problems and making recommendations
• Works on assignments and projects that are highly confidential in nature where considerable judgment and discretion are required

Internal and External Contacts
Product Strategy organization including Asset General Managers
Administrative Professionals
External vendors

Other Job Requirements
• Ability to hear and speak to employees/management and outside business associates on the phone and in person
• Ability to sit for long hours at a time
• Ability to see the letters and numbers on a personal computer screen and on memoranda, reports and other documents (near vision)
• Requires moderate right and left hand coordination for the use of the personal computer
• Ability to maintain a professional image / demeanor
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Please be aware that Spark mandates COVID-19 vaccination of all employees regardless of work location. Accommodations may be made in accordance with applicable law.

Nearest Major Market: Philadelphia

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