Providing administrative support as an Assistant at Scania's office in Cordilheira Alta, Brazil. Responsible for financial reporting, customer documentation, and HR support.
About the role
- Administrative Specialist providing comprehensive administrative support to executives in the Spend Management business area at Vizient. Managing schedules, communications, and facilitating meetings while enhancing efficiency.
Responsibilities
- Proactively manage the day of the Executive(s), resolving conflicts, coordinating, anticipating, strategizing, and prioritizing to ensure an effective time management approach.
- Anticipate pre-meeting needs by conducting research and preparing materials to support the executive’s preparation.
- Coordinate in-person, hybrid, and virtual meeting arrangements with internal and external audiences including conference calls with Teams, Zoom, or WebEx.
- Manage travel arrangements, ensuring obligations are strategically prioritized, and prepare, reconcile, and submit expense reports in a timely fashion.
- Prepare, reconcile, and submit expense reports in a timely fashion, and according to Vizient expense policies.
- Prepare, compose, and/or edit documents (agendas, minutes, notifications, etc.), communications, presentations, and other communication materials.
- Collaborate with team leaders to plan and facilitate leadership and team meetings, including preparing materials, taking notes, and following up on action items.
- Optimize day-to-day operations for Executive(s) and self, seeking to increase efficiency, and organization.
- Provide leadership in coordinating employee engagement activities within the department and within the enterprise Administrative Services group.
- Develop positive rapport with internal and external customers and serve as a trusted sounding board to the Executive(s).
Requirements
- Relevant degree preferred.
- 2 or more years of relevant experience in a senior administrative support role required.
- Proficiency in Microsoft Word, Excel, and PowerPoint required.
- Strong project management skills to balance multiple priorities with attention to detail required.
- Sharp written and verbal communication skills.
- Professional, can-do attitude, approach, and presence.
- Strong organization skills and detail-orientation is necessary.
- Event planning coordination for small and large onsite and offsite meetings.
- Must be self-directed and results-oriented.
- Highly skilled at partnerships and collaboration, with a positive, customer service-oriented attitude.
- Willingness to travel.
Benefits
- Comprehensive benefits plan!
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