Executive Administrator

This position requires a passion for client/customer satisfaction as well as the desire to continually tackle new challenges. This position often requires the handling of sensitive information with professionalism and integrity. As part of our dynamic environment and team you will feel a strong sense of accomplishment as you develop your interpersonal and administrative skills as well as see your efforts contribute to meeting the needs of our clients. Our team-oriented approach will motivate you to do your best while also helping others.

Note: Employment-based non-immigrant visa sponsorship and/or assistance is not offered for this specific job opportunity.

Job Requirements

• Work directly with H&B North America leaders planning and executing on a variety of colleague and client events
• Manage meeting/event coordination and preparation
• Coordinate complex scheduling and travel arrangements
• Support administrative needs of leaders in partnership with other administrative staff
  • Expense Management: Supporting complex/ high volume expense data entry
  • Travel Management: Arranging complex travel as requested by the team, such as international travel support with visas or rebooking travel
• Participate in team meetings and support the capturing and completion of next steps and action items
• Self-regulate adherence to project timelines and defined workflows, including standards and practices for communication, responsiveness, quality, and timeliness
• Determines appropriate course of action, referral, or response, works closely and effectively with the team/ line manager to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Preferred Qualifications

Knowledge and experience

• 3+ years’ experience in a professional services environment
• Experience providing administrative support to multiple parties simultaneously
• Strong organizational skills, with proven experience prioritizing work and coordinating several projects at one time
• Excellent written and spoken communication skills
• Team player
• Some familiarity with the North America healthcare industry and/or employee healthcare & benefits policies and practices (including insurance regulations) preferred but not required

Technical skills

• Functional Skills Proficiency in Windows, including MS Word, Excel and PowerPoint.
• Organizational skills using Microsoft suite and other programs
• Proficiency in Calendar management/ Scheduling meetings/ calls as per stakeholders’ requirements in various time zones.
• Proficient in collecting expense reports and submitting them through the expense system.
• Coordinate with travel provider on various ticketing, visas, hotel, car booking, ensuring the same is updated on the stakeholder’s calendars.
• To action & monitor tasks delegated by the stakeholders to ensure they are achieved within agreed deadlines

Work expectations

• Strong ability to work within tight deadlines and to balance time and effort across multiple, simultaneous projects that may involve different procedures and project team members
• Very comfortable to work with various individuals from different seniority levels
• Provable strong abilities to self-manage and organize for work efficiency and effectiveness
• Work involves handling sensitive issues and confidential information requiring discretion on the employee's part.

Schedule

• Able to work remotely, with own reliable internet connection and conducive space for work