Job Description

Executive Assistant/Operations Manager

JOB-10042795

Anticipated Start Date

October 07, 2024

Location

Washington, DC

Type of Employment

Contract Hire

Employer Info

Honesty, Integrity, and Courage are the foundations for our client, but innovation is their passion. Their unique global footprint and inclusion policies are the guiding principles for providing a better life for everyone through their essential products. As an employee for our client, you can make a global difference.

Job Summary

Our client is looking for Executive Assistant/Operations Manager that is team oriented, innovative, hardworking individual to provide a full range of administrative support to Vice President, Global Government Relations and to serve as the Operations Manager for the Government Relations function based out of Washington, D.C.

This position is more like a mix between an Executive Admin Assistant and Chief of Operations/Office Manager type role. We are looking for someone who has a very strong accounting background, and is sophisticated/ understands the seniority within employees at Company and US government officials, etc.

Job Description

• Efficiently provide full range of highly skilled and complex administrative duties to the leaders and extended team to ensure objectives, strategies and tactics are accomplished in a timely manner
• Maintain confidentiality with highly sensitive materials and information
• Manage calendars, meeting notices and conference room reservations
• Provide personnel administrative support with responsibilities including travel arrangements and preparation of itineraries, meeting and conference arrangements, preparation of agendas and handouts for weekly staff meetings, and maintaining supply cabinets for the teams.
• Organize, prepare, distribute and file information (electronic and written) to maintain effective communications and information systems
• Support set up, orientation, and onboarding logistic tasks for new hires to the department
• Manage a variety of reporting processes and communications as established or as developed
• Enter on-line requisition and engage with the procurement team in support of materials management
• Maintain solid interpersonal relationships with employees at all levels of the organization, develop and maintain effective business contacts with vendors and services
• Welcome guests to the office, arrange meeting agenda, materials and meals as needed and represent the organization with a high level of professionalism and in an effective and gracious manner
• Work directly with VP on development and finalization of GR budget and liaise with procurement and accounting to enter budget and manage monthly budget reviews
• Serve as the primary representative to accounting and process invoices and membership dues for Company as they pertain to the GR function
• Execute purchasing responsibility for department’s office supplies, computer peripherals and other items
• Serve as principal representative to the building management and with Company's real estate and property team as it regards Company's GR’s office space needs and requirements
• May be required to contribute to projects and activities not included in other principal accountabilities to assist in the accomplishment of business objectives and professional development
• Proactively prepare expense reports for VP and ensure timely submission of expense reports monthly.
• Maintain a detail-oriented approach on expense reporting items and ensure VP expense reports are accurate and in compliance with Company expense reporting practices and procedures.
• Ensure timely and accurate preparation and submission of intercompany billings requests in compliance with Company accounting requirements.
• Ensure accurate and detailed review of intercompany invoice processing including monthly P&L variance analysis, local tax accounting and withholding tax requirements of intercompany transactions.
• Troubleshoot and resolve intercompany invoice processing errors (if any) and perform manual adjustments as required with appropriate supporting documentation.
• With VP guidance, prepare annual budget for GR and ensure accuracy for allocation to various business unit codes for memberships and fees paid for by other business units aside from GR.
• Prepare monthly/quarterly/annual reports and/or analyses for VP review with accounting.
• Work collaboratively with stakeholders to achieve business objectives and efficiently provide the essential support services to the organization.
• Identify and work to improve the accuracy, efficiency and compliance of intercompany invoicing/transaction processes by actively supporting or participating in any system or process improvement activities.
• Ensure the intercompany processes comply with company’s policies and procedures, internal and external audit requirements, and local rules and regulations, and support the strengthening of financial processes and controls.

Skills Required

• 10+ years of continuous work experience preferably in a professional administrative capacity
• Proficiency in Windows, Word, Excel, PowerPoint
• Accurate typing, filing, record keeping, grammar, spelling written and oral communication skills
• Ability and willingness to work overtime on an occasional basis to meet workload demands

Education/Training/Certifications

• Bachelor’s degree in business administration, marketing, sales, HR, finance, or a related area or equivalent work experience
• Professional Assistant Certificate of Excellence is a plus

Additional Requirements

• Position is hybrid remote & onsite at the DC office, Candidate will be required to be onsite: Tues, Weds, Thurs from 10 a.m. until 4 p.m. Offsite Monday and Friday (may be required to be onsite one of these days for urgent meetings as needed).
• We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.

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