QUALIFICATIONS YOU MUST HAVE

• Typically requires an AA/AS degree (or other 2-year post high school training) with a minimum of 6 years of relevant experience

QUALIFICATIONS WE PREFER

• Microsoft Word, PowerPoint, Excel and Outlook, Office 365 skills.
• SAP, Concur, and SharePoint experience.
• Professional demeanor/presence, ability to work on sensitive and confidential matters effectively.
• Capacity to work with urgent deadlines, changing priorities, and manage multiple high-priority assignments simultaneously.
• Organizational skills, with a strong focus on results and attention to detail.
• Written and oral communication skills
• Event planning experience.
• Experience working across global locations and time zones is essential.

POSITION ROLE TYPE:

Onsite
U.S. Citizen, U.S. Person, or Immigration Status Requirements:
U.S. citizenship is required, as only U.S. citizens are authorized to access information under this program/contract.

WHAT YOU WILL DO

• Perform administrative tasks closely related to the day-to-day operations of executive leadership, requiring the ability to prioritize and manage multiple tasks with often short lead times.
• Cultivate a positive and collaborative work environment to enhance team morale and engagement.
• Provide support to individuals from various functional areas while maintaining a confidential and highly responsive relationship with leadership.
• Handle complex calendar management, including scheduling and coordinating appointments and meetings, following up on delegated items, and resolving schedule conflicts. This includes coordinating web meetings, conference room bookings, and making priority decisions.
• Make extensive and sometimes complex travel arrangements, coordinating with other offices, customers, and locations as needed.
• Prepare detailed, timely, and accurate expense reports, adhering to established policies and procedures.
• Monitor email communications, highlight urgent matters requiring attention, prepare activity reports, identify leadership engagement opportunities, and coordinate meetings.
• Organize and arrange events and executive visits, ensuring high quality and assigning tasks to building management and office staff (reception, catering, events, security, technological tools / audiovisual, cleaning, etc.).
• Secure meeting spaces and conference rooms and arrange necessary supplies for visits and meetings.
• Ensure attendee lists and visitor authorization forms are submitted to security.
• Interface with Collins management, building management, IT, and office staff on issues related to physical office space as needed.
• Act as the main point of contact for executive visits and external meetings.
• Organize and coordinate staff meetings, ensuring that all logistical details are efficiently managed.
• Serve as a liaison between executives and staff, ensuring clear and effective communication across the organization.
• Work efficiently in a fast-paced environment, requiring high-quality work, flexibility, and individual initiative. Ability to handle a variety of tasks quickly and effectively is essential.
• Collaborate with other administrative assistants to share knowledge and schedule activities with senior leadership across the business, including resolving schedule conflicts as executive calendars change.
• Prepare and highlight weekly reports, focusing on critical issues, accomplishments, risks, and upcoming events to keep executives informed.
• Perform other administrative tasks and/or special projects as needed.