Airswift has been tasked by one of our major clients to seek a Team Assistant to work on an initial 12-month contract in Anchorage, AK.
Main Responsibilities:
- Provision of high-level team assistant (TA) support to respective executives and team members.
- Work collaboratively with the other TA’s and independently in support of overall business objectives.
- Calendar management and business support for the respective business function executive and team members.
- Manage and direct inquiries and requests as appropriate.
- Answer the main switchboard phone line in a consistent manner and communicate messages to the appropriate parties.
- Schedule and organize meetings and workshops including (onsite and offsite): book conference rooms, prepare agenda, order and coordinate catering, format and collate papers, and attend meetings to capture minutes and actions.
- Ensure conference room equipment is turned off and the room is cleaned/returned to “ready for use” condition at the end of the meeting.
- Administrative support, coordination, production, and distribution of business documents for leadership and other relevant team members.
- Arrange and coordinate all details for video conferences across various time zones for internal and external stakeholders. May include greeting external visitors at the building security office and escorting them to and from the necessary locations.
- Process business expense reconciliations and code invoices in adherence to company policies.
- Complete accurately all travel and accommodation bookings for internal and external stakeholders consistent with the company Travel and Accommodation Policy.
- Coordinate on-boarding and off-boarding of team members, including desk set up, and completing onboarding and offboarding checklists.
- Provide other general administrative support and duties as assigned, including but not limited to: ordering office supplies, bindings, special mailing projects, ordering business cards, provision of support in Crisis, Emergency, and Incident Management, updating and maintaining accountability logs, inventory SWAG, create files/folders/labels and complete other duties as required.
- Provide TA backup (coverage during vacations, sick leave, etc.) as required and complete assignments as delegated by the Executive Assistant to the EGM.
- High School Certificate (or equivalent).
- Demonstrate a high degree of accuracy
- Proven time management and organizational skills, with the ability to work well under the pressure of multiple deliverables within tight deadlines
- High level of maturity necessary to liaise directly with Executive Management, and external contacts both locally and internationally
- Ability to work independently, but with a strong team, collaborative, and customer focus.
- High-level problem-solving skills and proactive attitude
- Strong communication and interpersonal skills
- A high degree of proficiency in the use of Outlook, Word, Excel, and PowerPoint.
- 8 years of secretarial experience providing support to senior executives in large organizations
- Prior industry experience is desirable, but not essential