Part-Time Administrative Assistant, VP Business Development

Rockville, Maryland, United States | Contract


Part-Time Administrative Assistant, VP Business Development – Rockville, MD

Our client is a global multi-billion-dollar Consumer Packaged Goods company based in Westchester County, New York.  They are seeking a contract Administrative Assistant, VP of Business Development to work in their Rockville, MD office.  Estimated length of this assignment is 3 months, 15 - 20 hours per week.  Hours are flexible but need to be the same each day.  This will be an onsite role for most of the time.

The Administrative Assistant, VP Business Development will provide administrative support to the VP of Business Development.  This role plays a critical part in the management of the business units by ensuring the VP is supported and prepared to manage their areas by providing proactive information and support.  This includes broad administrative support, travel and expense management, and coordination and management of team meetings and other programs and events. This role will be assigned function–critical projects that require full ownership and accountability with impact to the function and/or broader organization. 

Essential Functions:

  1. General Administrative Support:
  • Responsible for broad administrative, coordination and project support, including all aspects of complex calendar and scheduling management, including meetings, conference calls, and special events by developing a collaborative approach to managing and responding to scheduling situations; scheduling meetings, managing calendar conflicts, and responding to meeting requests. This includes exercising independent judgment in determination of priorities.
  • Provide comprehensive scheduling of domestic and international travel arrangements, including planning, executing, and confirming reservations, preparing detailed itineraries and trip files, preparing and filing visa applications, conference registrations and hotel bookings, anticipate and organize ground logistics in accordance with company policy and procedures
  • Timely preparation, processing, and submission of travel and expense reports including filing and submitting all expense reports and receipts on time with relevant notes for VP
  • Coordinate team meetings, including travel and logistics, contract negotiations with approval provided by VP, agenda coordination, and team communication. Attend meetings, record minutes and action items, distribute minutes post-meeting, and follow up as necessary.
  • Organize programs, events, meetings, and conferences led by the VP by arranging facilities, caterers, issuing information or invitations, coordinating speakers, booking hotel and car service reservations, arranging team building activities and controlling event budget. Travel to and oversee meetings as applicable.
  • Serve as point person for onboarding and exiting team staff. Organize travel, accommodations and any related reimbursement claims for candidates in recruitment and other external visitors
  • Create POs and manage third-party vendor (“TPV”) process and submission. Ensure vendors are approved and provided PO information to ensure invoices submitted, payments and helping to process payments. Run reports on invoices.
  • Create, develop, coordinate, and follow up on general correspondence, visual presentations, memos, charts, tables, graphs, etc.  Proofread copy for spelling, grammar, and layout, make appropriate changes. Coordinate collation of information/slides from respective team members to build final presentation deck as guided by the executive.
  • Ensure information is available to enable the executive to effectively deal with issues in an informed, productive, and timely manner
  • Prepare reports utilizing various software programs, such as Excel and PBI. Collect information, compile into standard or non-standard formats, print, proof and distribute to appropriate staff.
  • Assist in special projects and other project-based duties
  • Provide general office support by keeping contacts lists, department filing, occasional lunch orders, and other similar functions as required for on-site events in Rockville
  1. Provide backup to other administrative staff during absences or when necessary
  2. Other duties as required

Knowledge, Skills, and Abilities:

  • Strong knowledge of Microsoft Office products, travel reservations and expense reporting systems
  • Strong problem-solving skills and proven strong initiative and follow through skills
  • Excellent communication skills, both written and verbal
  • Effective time management and organizational skills with the ability to manage multiple priorities, multiple stakeholders, and drive results while being attentive to detail
  • Able to handle confidential matters and be reliable with a strong professional demeanor
  • Ability to adapt to changes in the work environment, manage competing demands, and deal with frequent changes, delays, or unexpected events
  • Ability to research issues, utilizing initiative and available resources and materials
  • Ability to anticipate needs and proactively address them 
  • Ability to work independently under limited supervision to organize workload effectively and efficiently

Minimum Qualifications:

  • High School diploma required; Bachelor’s degree preferred
  • Proficient with MS Office products, including Word, Excel, and PowerPoint
  • 2 - 4 years’ work experience in an office environment
  • 3 years’ experience supporting senior management