The Administrative Assistant serves to meet the administrative support needs of society director leadership and/or executive team members while exercising the highest levels of discretion and judgment in doing so. The Administrative Assistant primarily delivers on organizational support, planning and execution to ensure Associate Directors can effectively drive business strategy, client services, client events and society management. The Administrative Assistant also serves as a liaison to the other teams in Veritas (meeting planners, client services, accounting); organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Administrative Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-and results-driven.
The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. They possess proactive communication skills both internally and externally and representing the combined group to set a culture of integrity, openness, honesty, transparency and accountability. This role has a key part to play in driving our corporate culture.
Essential duties/ responsibilities complete a broad variety of administrative tasks for the Associate Executive Directors including:
Client project management,
Meeting agenda development,
Managing an extremely active calendar of meetings,
Completing expense reports,
Composing and preparing confidential correspondence,
Arranging complex and detailed travel plans, itineraries, and agendas
Compiling documents for Client Board and other travel-related meetings
Coordinates schedule for Associate Executive Director to include client meetings and internal team discussions
Researches, prioritizes, and follows up on incoming issues and concerns as assigned by the Associate Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Associate degree or equivalent
Excellent knowledge of MS Office
Fluent in English
Experience as an Administrative Assistant and/or Project Management (3 years)
Experience as administrative assistant in an international environment
Experience as administrative assistant in a fast-paced environment
Experience, Skills, Knowledge:
Good communication skills
Good organizational skills
Good team player with interpersonal skills
Ability to work in the multicultural environment
Ability to manage different kind of tasks and prioritize
Ability to work under pressure and with frequent interruptions
Ability to work independently
Ability to handle confidential and personnel information with integrity and total discretion
Reliable and task follow-up with self-initiative
Attention to detail and accuracy
Good working attitude and motivation
Handle tasks proactively
Lifting up to 25 lbs
Some travel required (up to 15%)
Three or more years of administrative experience and/or project management working with high level managers or executives in complex environments.
Strong grammar and spelling capabilities
Solid written and verbal communication skills
Ability to make decisions and work independently, while adhering to pre-established guidelines
High attention to detail but able to work within the big picture
Ability to work with high-level officers, internally and externally
Deep understanding of confidentiality requirements and proven ability to manage sensitive information.
Must work well in teams.
Excellent communication skills (verbal, written).
Excellent computer skills (MS office suite software as well as other office-related technologies)
About Veritas Meeting Solutions
Veritas Meeting Solutions was founded in 2013 by industry-experienced professionals, Sue O’Sullivan and Donna Kelly. The company has grown carefully and strategically over the past 5 years to be recognized as a leader in the Association Management industry. The founders’ vision for Veritas was to build a solid management team dedicated to the medical sub-specialty market that is 100% customer service focused, with specific attention to implementing creative, innovative and strategic programs, customized to each client.