Administrative Assistant supporting multiple executives in a fast - paced environment at Capital One. Managing schedules, travel arrangements, and key team activities with essential organizational skills.
About the role
- Senior Administrative Assistant providing support to Prime’s Senior Leadership Team in a hybrid role. Managing calendars, coordinating travel, and handling administrative tasks.
Responsibilities
- Provide administrative support to at least two members of Prime’s Senior Leadership Team (SLT) members and their corresponding departments; serve as a representative of the assigned function by effectively managing telephone calls and/or visitors and ensuring a consistent experience for all guests of the department or facility
- Manage calendar(s) as assigned and ensure adherence to scheduled appointments; specifically responsible for the intake, prioritization and scheduling of new meeting requests, as well as supporting on-time transition between meetings or appointments
- Coordinate travel on behalf of leaders or team members and ensure the appropriate lodging, car service and/or other necessary accommodations are secured; may be responsible for contracting with vendors to secure facilities and/or negotiate rates in the best interest of Prime
- Coordinate large team meetings and/or conferences that may extend beyond immediate department support; ensure facilities, technology and materials or handouts are adequately prepared and distributed
- Document, maintain and enforce policies and procedures in support of department leadership or business operations; serve as initial point of contact within the department for guidance, approval or routing to the appropriate parties on policies/ procedures that are administrative in nature
- Support department with general office duties and special projects, including but not limited to preparing presentations, meeting materials, onboarding/offboarding activities, coordinating print, administering the recognition program, ordering supplies, maintaining records and/or coordinating site events
- Capture and distribute meeting minutes at leadership or other management or committee meetings
- Works independently and within a team on special, nonrecurring or ongoing projects at the discretion of assigned SLT member; plan and coordinate presentations, disseminate information, follow up with cross-functional participants, design and deliver general correspondences, memos, charts, tables, graphs etc and proofread/edit copy for spelling, grammar and formatting inconsistencies; may be accountable for accuracy and clarity of final copy
- Other duties as assigned
Requirements
- High school diploma from an accredited school or equivalent GED is required
- 7 years of work experience in administrative, department coordination or customer service role
- Must be eligible to work in the United States without need for work visa or residency sponsorship
- Advanced computer skills including Microsoft office suite of programs (MS Word, Excel, PowerPoint and Visio)
- Previous experience creating executive level spreadsheets, presentations and reports
- High degree of professionalism and executive presence
- Excellent oral and written communication skills
- Demonstrated organizational and time management skills
- Strong attention to detail with the ability to handle sensitive and/or confidential information and materials
- Ability to anticipate needs and proactively find solutions
- Ability to work autonomously in a changing and dynamic work environment
Benefits
- Health insurance
- 401(k) matching
- Flexible work hours
- Paid time off
- Remote work options
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