Administrative Services / Clerical - Executive Administrative Assistant - NR Consulting LLC

Washington, DC 20004

About the Job

Job: Executive Assistant/Operations Manager
Location: Washington, DC (Hybrid)
Duration: 12 Months

Summary
Client is looking for a 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.

The position is in person Tuesday, Wednesday and Thursday in the Washington, D.C. GR office with remote work as an option on Monday and Friday

In person presence required when necessary on Monday and Fridays depending on office meetings, events or visits by external or client's colleagues

Key Responsibilities

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 client 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 client's real estate and property team as it regards client'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 on a monthly basis.
Maintain a detail oriented approach on expense reporting items and ensure VP expense reports are accurate and in compliance with client expense reporting practices and procedures.
Ensure timely and accurate preparation and submission of intercompany billings requests in compliance with client 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.

Key Requirements:

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

Source : NR Consulting LLC