Responsibilities Scheduling management Lead the daily calendar management of one or more department members - including scheduling, meetings prioritization, scheduling conflicts, updating availability, authorizing changes to dates and locations, etc. Prioritizing and organizing time and ensuring that the business partners are adequately prepared for each day's activities (e.g. Agenda, pre-read materials, etc.) Interacting with individuals from other organization's and external parties in coordinating schedules Assistance with visitors Communication management Serve as the key contact person in the area to minimize disruptions for the direct and indirect business partners Directing incoming requests and faxes to the appropriate personnel Handling e-mail responses as requested by the business partners (read, evaluate, respond, forward, and/or delete as appropriate) Compose first-draft documents from rough information from business partners Edit and proofread documents for content, style, and accuracy Preparing agendas and distributing minutes Coordinate translation of key affiliate wide communications from business partners Operational support Be trusted to take on special projects as needed, which may span different areas of the business-from projects focusing on operation improvements to data analysis and data compilation Create and prepare invoices for processing (po and non-po invoices) and manage ongoing contracts with external vendors. Create and manage access and general maintenance of sharepoint sites, teams, group mailing lists and internal employee portals and drives Coordination of site administrative planning, events, process improvements and assignments, with other company administrative assistants Support successful onboarding of new employees and employee changes following onboarding processes Perform general administrative tasks, such as mailings, faxing, scanning, and photocopying documents. Travel Coordinate travel and meeting requests for key department members and key external parties, at internal and outside functions, activities, board meetings, including hotel, flights, ground transportation Managing and maintaining all travel requirements and meeting planning with global processes including: providing system generated travel itineraries, conference registration, passport/visa management, process travel authorizations Coordinate with relocation company for physical moves for incoming and outcoming international employees Expense reporting Manage and process expense reports on business partner behalf Mailing receipts when required Processing missing receipt affidavits when required #J-18808-Ljbffr