Assistant

Discover your exciting role

The Assistant is responsible for providing support to Department Leaders. Will coordinate the day-to-day operations for a department; including but not limited to scheduling and organizing meetings, tasks, activities and travel arrangements for leaders.

Explore your tasks and responsibilities

• Supports Department Leaders in the day-to-day operations for a given department. Proactively identifies opportunities to remove tasks from Leader’s day-to-day activities
• Works closely with Leaders to prioritize, plan, schedule, and organize meetings, activities and travel. Optimizing Leader’s itinerary and schedule, resolving conflicts internally and externally
• Assists with positive, timely, professional communication and presentations for key internal and external stakeholders
• Assists with planning, scheduling, preparing for special corporate events, group and community meetings, and visits or meetings with VIP leaders
• Organizes, prepares and maintains accurate and up-to-date confidential correspondence, documents and files
• Organizes, prepares and manages timely, accurate expense reports and reimbursement requests
• Maintains action log and suspense files
• Prepares high level reports, compiling data into comprehensible format and provides information for a Leader’s effective community, internal, and company headquarters communications
• Researches and procures off-site venues when necessary and work with staff to coordinate budget, logistics, equipment, catering, transportation and lodging
• Coordinates interviews for corporate level recruitment
• Provides on-boarding support and assistance for newly hired personnel
• Other duties as assigned

The information contained in this job description is intended to describe the essential job functions required of those assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, knowledge, skills, and abilities needed to perform the job. Please note that management retains the right to assign or reassign duties and responsibilities to this job at any time. The ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service delivery, integrity, and the ability to work productively as a member of a team or work group are basic requirements of all positions at Exyte Group.

Show your expertise

• 3+ years of experience
• Prior experience in administrative role
• Verbal and written communication skills 
• Strong attention to detail 
• Ability to work with a variety of personalities and individuals 
• Ability to multitask
• Proficiency with MS Office, including Outlook email, Search Express, Word, Excel, Concur is a plus but not required.
• Must have exceptional communication skills, including writing and verbal skills to interface effectively with all levels of leadership and staff (e.g. memo, presentations, correspondence, and email)
• Ability to work efficiently and possess excellent time management skills
• Outstanding organizational skills and be detail oriented
• Prior experience in administration support
• Experience in international and domestic travel preferred
• Prior experience in the Construction and/or Engineering industry preferred

Non-Solicitation:  We are not currently accepting third-party agency candidates for this position. Any agency candidate submitted to any employee of Exyte may be contacted by Exyte without obligation to the third party agency.