JOB SUMMARY

With limited supervision, performs advanced and diversified administrative duties for a Director and/or Vice President-level executive of the Company. Handles confidential matters and performs support functions which require a broad and comprehensive knowledge of Company policy and procedures. Structures and organizes activities of the executive to facilitate the efficient operation of the department. Maintains excellent relationships with all internal and external contacts on behalf of the Director/VP.

Job Responsibilities

• Manages Director and/or Vice President-level calendars, budgets, and expense reports.
• Coordinates administrative workflow and may recommend adjustments to work assignments in division to ensure tasks are performed in a timely fashion and work is efficiently distributed.
• Manages payroll and timekeeping systems for one or more Director’s/VP’s direct reports. Reconciles time-off and payroll systems, general ledgers/invoices/budget and personnel information.
• Screens correspondence and phone calls from high ranking Company officials or executives external to the Company. Determines the nature of the call and the degree of urgency and handles routine calls tactfully and diplomatically. Prioritizes the mail and responds to correspondence as appropriate, with limited direction.
• Represents division and management effectively when dealing with internal and external contacts.
• On behalf of the Director and/or Vice President, meets with the direct reports to gather any information needed by the Director/VP. Prepares compiled information for the management’s review. May recommend actions to be taken by the executive based on the gathered information.
• Communicates and provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Communicates and/or coordinates instructions with various individuals and/or departments and obtains information from other Company managers/executives or outside representatives. Handles extremely confidential and/or sensitive information of a Company-wide nature with the highest discretion and decorum. Obtains and furnishes information on behalf of the Director/VP, which includes answering questions and preparing routine/non-routine correspondence in their place.
• Coordinates travel and/or provides administrative support for team events meetings and related conferences and events, including compiling, formatting, posting and distributing materials, assisting in the preparation of presentations and developing and maintaining project files.
• Participates in specific projects as requested. May manage various administrative projects. Participates in gathering research and generates reports as needed. Notifies project participants on timelines and completion dates.
• Assists in establishing and/or enforcing divisional policies and procedures.
• Responsible for coordinating divisional office administrative functions, which may include but is not limited to, budgeting/accounting, report generation and personnel/employee files/information for division.
• Develops and maintains constructive and professional working relationships with all levels of the organization.
• Assesses customer needs, meets quality standards for services and evaluates customer satisfaction.
• Trains other administrative staff within the department and manages the onboarding process of new department employees on behalf of the Director/VP. May coach and mentor these individuals. May delegate work to less experienced administrative staff. Provides input on performance evaluation.

BASIC QUALIFICATIONS

• High school Diploma/GED and at least 2 years of experience in an administrative coordinator role.
• Intermediate level skill in Microsoft Word (for example: inserting headers, page breaks, page numbers and tables and/or adjusting table columns).
• Intermediate level skill in Microsoft Excel (for example: using SUM function, setting borders, setting column width, inserting charts, using text wrap, sorting, setting headers and footers and/or print scaling).
• Intermediate level skill in Microsoft PowerPoint (for example: applying a theme, formatting character spacing, inserting a picture, changing slide layout and theme colors, adding transitions, customizing slide numbers, changing chart style and/or formatting font).
• Experience developing ways of accomplishing goals with little or no supervision, depending on oneself to complete objectives and determining when escalation of issues is necessary.
• Experience establishing & maintaining relationships with individuals at all levels of the organization, in the business community & with vendors.
• Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates.

PREFERRED QUALIFICATIONS

• Bachelor’s Degree.
• Knowledge of Walgreens marketing/purchasing systems.
  We will consider employment of qualified applicants with arrest and conviction records.
  Salary Range: $56700 - $84800 / Salarie

• Manages Director and/or Vice President-level calendars, budgets, and expense reports.
• Coordinates administrative workflow and may recommend adjustments to work assignments in division to ensure tasks are performed in a timely fashion and work is efficiently distributed.
• Manages payroll and timekeeping systems for one or more Director’s/VP’s direct reports. Reconciles time-off and payroll systems, general ledgers/invoices/budget and personnel information.
• Screens correspondence and phone calls from high ranking Company officials or executives external to the Company. Determines the nature of the call and the degree of urgency and handles routine calls tactfully and diplomatically. Prioritizes the mail and responds to correspondence as appropriate, with limited direction.
• Represents division and management effectively when dealing with internal and external contacts.
• On behalf of the Director and/or Vice President, meets with the direct reports to gather any information needed by the Director/VP. Prepares compiled information for the management’s review. May recommend actions to be taken by the executive based on the gathered information.
• Communicates and provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Communicates and/or coordinates instructions with various individuals and/or departments and obtains information from other Company managers/executives or outside representatives. Handles extremely confidential and/or sensitive information of a Company-wide nature with the highest discretion and decorum. Obtains and furnishes information on behalf of the Director/VP, which includes answering questions and preparing routine/non-routine correspondence in their place.
• Coordinates travel and/or provides administrative support for team events meetings and related conferences and events, including compiling, formatting, posting and distributing materials, assisting in the preparation of presentations and developing and maintaining project files.
• Participates in specific projects as requested. May manage various administrative projects. Participates in gathering research and generates reports as needed. Notifies project participants on timelines and completion dates.
• Assists in establishing and/or enforcing divisional policies and procedures.
• Responsible for coordinating divisional office administrative functions, which may include but is not limited to, budgeting/accounting, report generation and personnel/employee files/information for division.
• Develops and maintains constructive and professional working relationships with all levels of the organization.
• Assesses customer needs, meets quality standards for services and evaluates customer satisfaction.
• Trains other administrative staff within the department and manages the onboarding process of new department employees on behalf of the Director/VP. May coach and mentor these individuals. May delegate work to less experienced administrative staff. Provides input on performance evaluation