Job Description
To assist driving the business forward by acting as the administrative assistant for the BIS Infrastructure leadership team.
This role is intended to remove administrative burden from the BIS Infrastructure leadership team, freeing them up to focus on “mission critical” or “high impact” activities. This requires close collaboration with the leadership team to define priorities and determine the best way to get the necessary tasks completed.
Time & Calendar management is crucial – owning the leadership team’s schedules, protecting zone times, and preparing materials for meetings.
Another critical piece of this role is to act as a Follow Up Manager within the BIS Infrastructure team. In the course of business growth and strategy execution, there are a myriad of tasks that are required to be completed by the team. Consistent follow up of open tasks is proven to drive business growth.
Act as a meetings facilitator for designated meetings
Send around Outlook invitations and manage attendee coordination
Prepare agendas in consultation with leadership team
Attend meetings and capture action items and follow-ups
During meetings, compile meeting minutes, prepare task lists and circulate documents after the meetings
Track completion of assigned action items
Support onboarding logistics for new team members
Assist with company events, meetings, and or off-site coordination
Administration of calendars
Schedule meetings per request
Resolve scheduling conflicts
Coordinate across departments and time zones
Protect executive focus time when appropriate
Project Assistance
Assist leaders as needed
Prepare Documents, Presentations and Spread sheets
Support reporting and data organization
Maintain organized digital filing systems
Expense Reports
Assist leaders with expense reports, as requested
Team Assistance
From time to time some of the team may need Administrative Assistance. This could be anything from creating binders for presentations to event or training coordination.
Travel Support
Coordinate business travel arrangements such as flights, hotels, and itineraries
Provide private travel support as requested
Manage on-site visit logistics for customers or partners
Compliance, Security & Credential Tracking
Track and manage employee badging requirements for various projects
Oversee and track security clearance processes including applications, renewals, and record keeping
Maintain confidentiality of sensitive records
We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.
Required Skills & Experience
Minimum 5+ years of Executive Leadership Administrative Assistance
Customer Service Background
Office Management
Must have a High School Diploma, Degrees in Business preferred
Customer Service Focus – Internal / External
Must have EXCELLENT written and verbal skills.
Must have and exude and extremely high level of task / project ownership
Must be able to demonstrate excellent organizational & critical thinking skills
Must have a high sense of urgency
Must be able to demonstrate ability to effectively communicate at all levels
Must be able to demonstrate strong attention to detail
Must be socially skilled
Must be able to demonstrate excellent task and time management skills
Trustworthy with confidential information
Must have excellent proficiency with the primary Microsoft Office Suite
Remote Meeting Technology Experience (Zoom, Microsoft Teams, Skype, WebEx)
Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.