Department Assistant - Global Facilities (Kansas City)

Description

The Department Assistant will provide administrative support for two Business Development Directors to ensure continuity of daily department functions and operations by collaborating to provide and present department information. This position coordinates with business leadership to provide administrative services in conjunction with department and business line goals and objectives.

• Facilitates the dissemination of information to the department and project teams as part of the overall communications and department management process.

• Resolves questions regarding the department; research and provide appropriate answers.

• Prepare and present meeting notes, presentations and tables utilizing Excel, PowerPoint, Access and other programs.

• Leverages new technology, such as AI, to gain efficiencies across workload.

• Develop procedures pertaining to departmental and business line requirements and assist in the development of business initiatives for the department.

• Monitor department deadlines and benchmarks and support presentation of monthly progress reports including tracking action items and progress updates.

• Plan, coordinate and facilitate on-site and off-site meetings for the department. This may include: department orientation and training, stakeholder meetings, management meetings, periodic reviews, etc.

• Assemble and analyze information involving business plans, and financial reports, resulting in the final business plan submission.

• Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets.

• Prepare a variety of communication including emails, meeting agendas, and meeting minutes.

• Responsible for handling sensitive and confidential information.

• Coordinate department related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained.

• Foster employee engagement and organizational culture by planning team events and creating opportunities that strengthen collaboration and connections between team members.

• Demonstrate initiative by embracing new responsibilities, supporting cross-functional efforts, and contributing wherever needed to advance departmental and divisional goals.

• Books travel for specified individuals.

• Organizes and submit expense reports for specified individuals.

• Supports the onboarding of all new employees, including welcome communications and desk setup.

• Supports travelers from regional offices as needed.

• Event coordination and support, including logistics such as room layout, IT support request, food orders, and clean up.

• Supports our Client Events & Experience lead with plannings, managing, and executing customer-facing conferences/tradeshows, meetings, and special functions to ensure seamless, engaging, and memorable brand interactions.

• Performs other duties as assigned.

• Complies with all policies and standards.

Qualifications

• High School Diploma/GED required.

• Applicable office/clerical experience preferred.

• Advance knowledge in Microsoft Word, Excel, Access and PowerPoint required.

• Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.

• Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.

• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.

EEO/Disabled/Veterans

Job Administrative/Office Support

Primary Location US-MO-Kansas City

Schedule: Full-time

Travel: No

Req ID: 264888

Job Hire Type Experienced #LI-STA #GFS