Job Description

Job Description

Key Responsibilities: 

Focuses on both daily and longer-range calendar for multiple leaders and teams. Manages leader's personal calendar as directed. 

Coordinates travel plans for leader(s) and team and makes mid-trip changes quickly when required.

Compiles information for reports and presentations. 

Screens communications for action items and due dates, bringing key items to the leader's attention. Initiates necessary actions, e.g., follow-ups, prioritizations, action required, etc. Drafts responses for executive review, implementing their style into all communications. Rarely seeks guidance on email replies. 

Provides assistance with office procedures or processes that help the team be more productive and efficient. 

Monitors departmental expenses, processes expense reports in a timely manner and monitors expense reports submitted by executive and staff for accurate reporting. 

Manages budget for meeting planning. Conducts quality checks on invoices/accounts payable. Inputs travel expense and other expenses for payment; reviews and passes to office budget coordinator. 

Keeps current on Nationwide procedure changes, Human Resources policy changes, business environment, etc. that impact department level plans.

May participate in special projects as assigned.

May perform other responsibilities as assigned.

Reporting Relationships: Typically reports to an Associate Vice President level executive or above, and may support multiple executives and their staff. This is an individual contributor role. 

Typical Skills and Experiences: 

Education: High school, vocational or technical business school studies in secretarial science; some undergraduate-level coursework beneficial. 

License/Certification/Designation: Administrative professional certification(s) such as Certified Administrative Professional (CAP) or Certified World Class Assistant (CWCA) are a plus. 

Experience: Typically, six or more years related administrative assistant experience. Nationwide experience is highly desirable.

Knowledge, Abilities and Skills: Knowledge of company policies and organizational structure. Understanding of office practices and procedures. Ability to make decisions and recommend solutions to work processing and office management problems. Strong communication skills to interact with all levels of leaders, associates, and external contacts. Ability to proofread own work and work of others for content and format accuracy. Intermediate mathematical calculation skills. Ability to build effective business relationships.

Other criteria, including leadership skills, competencies and experiences may take precedence.

Staffing exceptions to the above must be approved by the hiring manager’s leader and Human Resources Business Partner.