Administrative Assistant--L3--National Services--Wilton

Deloitte & Touche USA LLP is the U.S. member firm of Deloitte Touche Tohmatsu and services are provided by its subsidiaries, including Deloitte & Touche LLP, Deloitte Consulting LLP, Deloitte Financial Advisory Services LLP and Deloitte Tax LLP. Deloitte & Touche USA LLP’s subsidiaries are among the nation’s leading professional services firms, providing audit, tax, consulting, and financial advisory services through nearly 30,000 people in more than 80 cities. Known as employers of choice for innovative human resources programs, they are dedicated to helping their clients and people excel.General Position Responsibilities:
Administrative Support for Office Managing Partner and Partners, Senior Managers, and Managers in the Practice Protection department. Provide standard duties of an Administrative Assistant as well as demonstrate knowledge of office procedures, business practices, and firm standard software.  Position hours are 8:30 a.m. to 5:30 p.m. with flexibility to work overtime.
Work
closely with and provide full range of administrative support to Chief Procurement Officer
 
          Maintain complex appointment calendar by setting, monitoring, and confirming appointments, reminding CPO of schedules, and ensure that all obligations are met in a timely manner. Maintain client contact list.  Ensure that the CPO is apprised of all relevant issues that are pending his review.
          Arrange multifaceted domestic and international travel.  Prepare detailed travel itinerary of air, ground transportation and hotel accommodations.  Compile appropriate documents for all trips and meetings including agendas, client profiles, and other documentation, communicating with spouse.
          Handle internal and external client needs via daily communication: Answer and screen calls in a professional, timely manner, obtaining complete and accurate information and follow through on message delivery; assist caller whenever possible -- when the CPO is not available to respond to urgent
requests from the business units, will determine whether a manager in the department needs to work on the request.
          Handle internal and external communications and assist with the preparation of voicemail and email communication - sensitively handle confidential matters including privileged communication and correspondence.  Handle confidential and non-routine information with extreme discretion.
          Maintain close relationship with direct reports and business leaders. Coordinate internal staff meetings and collect weekly updates from team. Responsibility to follow-up with staff members to ensure that departmental deadlines are met.
          Develop and maintain positive business relationships, interacting with a variety of high-profile individuals and all levels of management as well as assistants. Act as liaison for the CPO's office internally and externally.
          Provide support to CPO's Direct Reports - meeting coordination, travel arrangements, etc.Coordinate logistics for on-site and off-site meetings which include meeting space, audio/visual needs, catering arrangements, and coordinate conference calls.
          Monitor, track and manage airline credits (incumbent funds).
          Authorize travel arrangements for SPS Department in accordance with firm travel policy.
          Manage travel soft dollar program inventory reporting usage and distribution.
          Departmental purchasing - manage supply inventory and reorder as needed.
          Work closely with Human Resources to manage the interview scheduling process.
          Conduct internet research as requested through Intellinet/Dow Jones search engines.
          Transcribe messages from voice mail system as requested.
          Prepare special projects as requested by management.
          Take pro-active but not over-bearing approach to develop responsibilities and provide support.
 
 
 Candidate Specifications:
          Must
be able to exercise discretion and professionalism when relating to clients, both internal and external.
          Must be able to work independently with a minimum of direction.
          Must be able to handle sensitive and confidential information with maximum discretion.
          Must have excellent verbal and written communication skills.
          Must have excellent skills on MS Word, Excel, PowerPoint, Lotus Notes, and firm standard software.
          Must be organized and detail oriented.
          Must have strong multi-tasking, prioritization, and organizational skills.
          Must have strong attention to detail and follow through with important travel arrangements and projects.
          Must be a proactive and creative thinker who is willing to contribute ideas.
          Must be able to serve as backup administrative support in a team-oriented service environment.
          Must be able to take initiative to assist others within administrative
support cluster when needed.
          Must have a professional attitude and demeanor.
          Must have availability to work overtime.
 Deloitte & Touche USA LLP and its subsidiaries ("the Deloitte US Firms") are equal opportunity employers.Deloitte refers to one or more of Deloitte Touche Tohmatsu, a Swiss Verein, its member firms and their respective subsidiaries and affiliates. As a Swiss Verein (association), neither Deloitte Touche Tohmatsu nor any of its member firms has any liability for each other’s acts or omissions. Each of the member firms is a separate and independent legal entity operating under the names “Deloitte,” “Deloitte & Touche,” “Deloitte Touche Tohmatsu,” or other related names. Services are provided by the member firms or their subsidiaries or affiliates and not by the Deloitte Touche Tohmatsu Verein.
Deloitte & Touche USA LLP is the U.S. member firm of Deloitte Touche Tohmatsu. In the U.S., services are provided by the subsidiaries of Deloitte
& Touche USA LLP (Deloitte & Touche LLP, Deloitte Consulting LLP, Deloitte Financial Advisory Services LLP, Deloitte Tax LLP and their subsidiaries), and not by Deloitte & Touche USA LLP.
REQUIREMENTS
Please see Job Description