Administrative Assistant

The Administrative Assistant will handle sensitive and highly confidential information and documents with complete discretion. This individual will be responsible for handling complex and frequently changing calendars, scheduling/coordination of department and other meetings and handing of domestic and international travel. Additional duties to include monitor mail (electronic and hard copy); identify and properly direct documents; compile and prepare reports; process invoices; schedule and coordinate department and other meetings; coordinate all facility activities for this department and perform miscellaneous administrative activities as assigned.

The Primary Duties and Responsibilities:

  • Provides administrative support to include managing schedules, arranging appointments, travel arrangements, coordinating meetings & conference calls
  • Manage multiple/overlapping projects at any given time involving analytical reporting and tracking to aid executives; meeting expected deadlines
  • Excellent oral/written communication skills, strong analytical skills and organized with high attention to detail
  • Experience speaking to groups of leadership or other large groups
  • Update and maintain Org Charts and Phone Lists
  • May also provide support to Director's direct reports as needed
  • Assists People Service Coordinator with special projects, events, and promotions
  • Assists in taking orders and maintaining supplies, and arranging for equipment maintenance
  • Serves as contact for people inside and outside of the company. Point person for providing directions to guests/clients and working with building security prior to arrival
  • Liaise with other administrative assistants and support groups on various projects
  • Other duties as assigned.

Qualifications:

  • 2-3 years of hands on administrative support experience
  • Proficient in MS Office suite with above average skills in Excel and PowerPoint (and/or other design software).
  • Experience using Concur - will handle processing expense reports with creation and updating of other complex reports
  • Experience within OneNote, SharePoint, Microsoft Lync & Zoom
  • Reliable transportation required
  • Demonstrates a strong work ethic and reliability
  • Strong organizational, initiative, process and multi-tasking skills in a fast-paced, high profile environment
  • Must have good phone etiquette (pace, tone, voice quality, grammar and articulation)
  • Must be self-disciplined and work without close supervision
  • Must be in current role for at least 6 months
  • Must be in good performance standing

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