Position Details:

Responsible for general administrative support to the VP and other leaders on the team.

• Manage calendars and schedule meetings for members of the team. Arranges for meetings in multiple time zones as well as with external customers.   
• Screen, prioritize, and redirect all incoming correspondence through phone or email.
• Arrange travel, both domestic and international for leadership team members.  This includes transportation, hotels, agendas, and other essential items. 
• Prepare standard operating procedure (SOP) to benefit company productivity.
• Tracks and orders essential office supplies, business cards, stationary, and other materials. 
• Provides support for on-site meetings including any coordination of video, audio, and agendas. 
• Welcomes all visitors to the office and ensures a work-space is avaialable and needs met during their visit to the office. 
• Assists HR in the onboarding of new hires with regard to equipment, documentation, and supply needs. 
• Process incoming and outgoing mail, courier services, and various special deliveries.
• Maintain appropriate inventory levels of office and kitchen supplies. 
• Establishes, updates and maintains electronic and paper files for the department

Assists in the planning of business unit events. 

• Coordinate internal staff meetings, luncheons, and office events. 
• Assist with the preparation, planning, and execution of materials needed for various events and meetings.
• May serve at the direct liaison with event establishments in matters concerning schedules, changes, and contracted stipulations for client, reporting, tracking and execution. 

Business unit sales suppot

• May assist in the execution of blast email campaigns.
• Prepare complex presentations, reports, and documents, including PowerPoint presentations, database, and spreadsheets. 
• Collect monthly metrics from team members and prepare the monthly dashboard and reports for the leadership team. 
• Assist with ad hoc projects to include business writing, presentations, and organizational work. 

Budget and Billing

• Process expense reports in a timely manner for leadership team members; may reconcile credit card expenses and expense reimbursements. 
• Process invoices for payment to various vendors.
• Maintain budget and provide reporting, as requested.
• Research and resolve invoice and payable issues, as needed.

Regular and reliable attendance is required.

Incumbent is accountable for professional working behavior to include; building and maintaining constructive working relationships, implementing proactive and concise communication, acting as a resource to colleagues, and engaging in collaborative thinking and problem solving while demonstrating CSG’s core competencies and values.

Exercises appropriate discretion when communicating with others; especially regarding proprietary information, confidential information, as well as HR matters.  ​

Education

• High School Diploma (GED) or equivalent education/experience. Bachelor’s Degree strongly preferred. 

Experience

• Minimum of 5 years of administrative experience supporting the VP and leadership team level.

Preferred 

• Administrative experience supporting a global marketing and communications team. 

Knowledge, Skills and Abilities 

• Advanced proficiency in MS Office:  Outlook, Word, Excel, PowerPoint, Visio, and Publisher as well as survey creation tools. 

• Excellent verbal and written communication skills with the ability to communicate and collaborate with all levels of the organization. 
• Strong attention to detail with the ability to take initiative while working under tight deadlines. 
• Must be able to multi-task and complete projects on time, with high quality, and within the budget guidelines. 

• Demonstrated high level of energy and initiative to handle multiple projects in a fast-paced, deadline-driven environment. 
• Must be solutions-oriented with the ability to work independently and make sound decisions. 

• Critical thinking skills
• Demonstrated experience in setting priorities, solving problems, and being resourceful under pressure.
• Ability to read, write, speak and understand the English language in a business environment.