Executive Administrative Assistant - Apidel Technologies

Position is hybrid remote& onsite at the DC office,

Candidate will be required tobe onsite: Tues, Weds, Thurs from 10 a.m. until 4 p.m.

Offsite Monday and Friday (maybe required to be onsite one of these days for urgent meetings as needed).

This position is more like amix between an Executive Admin Assistant and Chief of Operations/Office Managertype role. We are looking for someone who has a very strong Accountingbackground, and is sophisticated/ has an understanding of the seniority within employeesat K-C and US government officials, etc.

Candidates must have at least10 years experience and Bachelors/ Masters degree. Looking for someoneproficient with Microsoft Office; coordinating travel arrangements/ schedulingmeetings/ greeting guests/ providing high level Administrative Support to highlevel Executives.

Interview process will likelybe 1 phone interview and then 1 in person/ onsite interview.

Job Description:

Position Title: ExecutiveAssistant/Operations Manager

 is looking for a team oriented, innovative,hardworking individual to provide a full range of administrative support toVice President, Global Government Relations and to serve as the OperationsManager for the Government Relations function based out of Washington, D.C.

The position is in personTuesday, Wednesday and Thursday in the Washington, D.C. GR office with remotework as an option on Monday and Friday

In person presence requiredwhen necessary on Monday and Fridays depending on office meetings, events orvisits by external or  colleagues

Key Responsibilities:

Efficiently provide full rangeof highly skilled and complex administrative duties to the leaders and extendedteam to ensure objectives, strategies and tactics are accomplished in a timelymanner

Maintain confidentiality withhighly sensitive materials and information

Manage calendars, meetingnotices and conference room reservations

Provide personneladministrative support with responsibilities including travel arrangements andpreparation of itineraries, meeting and conference arrangements, preparation ofagendas and handouts for weekly staff meetings, and maintaining supply cabinetsfor the teams.

Organize, prepare, distributeand file information (electronic and written) to maintain effectivecommunications and information systems

Support set up, orientation,and onboarding logistic tasks for new hires to the department

Manage a variety of reportingprocesses and communications as established or as developed

Enter on-line requisition andengage with the procurement team in support of materials management

Maintain solid interpersonalrelationships with employees at all levels of the organization, develop andmaintain effective business contacts with vendors and services

Welcome guests to the office,arrange meeting agenda, materials and meals as needed and represent theorganization with a high level of professionalism and in an effective andgracious manner

Work directly with VP ondevelopment and finalization of GR budget and liaise with procurement andaccounting to enter budget and manage monthly budget reviews

Serve as the primaryrepresentative to accounting and process invoices and membership dues for K-Cas they pertain to the GR function

Execute purchasingresponsibility for departments office supplies, computer peripherals and otheritems

Serve as principalrepresentative to the building management and with K-Cs real estate andproperty team as it regards K-C GRs office space needs and requirements

May be required to contributeto projects and activities not included in other principal accountabilities toassist in the accomplishment of business objectives and professionaldevelopment

Proactively prepare expensereports for VP and ensure timely submission of expense reports on a monthlybasis.

Maintain a detail orientedapproach on expense reporting items and ensure VP expense reports are accurateand in compliance with K-C expense reporting practices and procedures.

Ensure timely and accuratepreparation and submission of intercompany billings requests in compliance withK-C accounting requirements.

Ensure accurate and detailedreview of intercompany invoice processing including monthly P&L varianceanalysis, local tax accounting and withholding tax requirements of intercompanytransactions.

Troubleshoot and resolveintercompany invoice processing errors (if any) and perform manual adjustmentsas required with appropriate supporting documentation.

With VP guidance, prepareannual budget for GR and ensure accuracy for allocation to various businessunit codes for memberships and fees paid for by other business units aside fromGR.

Preparemonthly/quarterly/annual reports and/or analyses for VP review with accounting.

Work collaboratively withstakeholders to achieve business objectives and efficiently provide theessential support services to the organization.

Identify and work to improvethe accuracy, efficiency and compliance of intercompany invoicing/transactionprocesses by actively supporting or participating in any system or processimprovement activities.

Ensure the intercompanyprocesses comply with companys policies and procedures, internal and externalaudit requirements, and local rules and regulations, and support thestrengthening of financial processes and controls.

Key Requirements:

Bachelor\'s Degree in businessadministration, marketing, sales, HR, finance, or a related area or equivalentwork experience

10%2B years of continuous workexperience 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 towork overtime on an occasional basis to meet workload demands

Professional AssistantCertificate of Excellence is a plus