Executive Assistant for the Correlation Department (Intellectual Property Division)

This senior level individual contributor role performs a wide variety of advanced and confidential executive assistant tasks to support multiple Intellectual Property Office Managers along with the Correlation Administrative Division Director. Employees at this level work under limited oversight and make independent and complex non-routine decisions using broad experience, skill and knowledge of the organization policies and practices, initiative, originality, ingenuity, and sound judgment to resolve diverse and complex issues and requests in a proactive way. Only the most complex issues are referred to higher levels. 

• Represent the Correlation Department and specifically the Correlation Intellectual Property Division in various communication forms (electronic, telephonic, in person, etc.)  
• Assigned to provide administrative assistance to multiple Office Managers of Intellectual Property Division.  
• Coordinates programs, projects, and/or processes specific to the assigned operating office or manager being supported, following up on project details and activities and ensuring that deadlines are met. 
• Maintains and updates calendars, schedules and coordinates meetings, makes travel arrangements. 
• May assist in budget preparation and control activities including monitoring project or department budgets, submitting expenses and keeping management appraised of budgetary status. 
• Compiles and evaluates complex data/information from multiple sources and prepares correspondence, documents, financial records, and reports (including creating charts and graphs). May also perform research and make recommendations to leadership. 
• Serves as an administrative liaison between senior management and other key leaders both internally and externally regarding department activities. 
• Provides support within an environment of strict confidentiality, including across divisions within the Correlation Department. 
• Answers and screens complex and routine telephone and email requests. 
• Prepares correspondence, memoranda, reports, etc. 
• Prepares and distributes meeting minutes. 
• May lead and train lower-level employees. 
• Assist in maintaining unity within the team. 
• May utilize one or more lower-level employees on a project basis. 
• A member of the Correlation Administration Division staff pool and will be assigned additional responsibilities beyond those in any specific division, as needed.   
• Other duties as assigned. 
• This position requires working in office 5 days/week during regular office hours. Though there may be times when working from home will be approved as an exception.  

Required: 

• Comfortable running Teams and Zoom meetings.  
• Bi-lingual (English with Spanish) preferred but not required.  
• High school diploma or equivalent plus two years' post high school education or training. 
• 6+ years of administrative assistant experience. 
• Advanced ability to communicate in writing and verbally. 
• Advanced ability to work well with others and adapt to changing needs.  
• Time-management skills a must. 
• Advanced office skills including complex research and analytical abilities and advanced experience with office software sufficient to create reports, charts, graphs, and tables with minimal supervision in spreadsheets and word processing documents. 
• Familiarity with PowerPoint and other presentation formats preferred. 
• Familiarity with SharePoint preferred.  
• Broad knowledge of the organization’s structures, functions, and key personnel preferred but not required. 
• To successfully perform the essential functions of the job there may be physical requirements which need to be met such as sitting for long periods of time, moving about the office to deliver mail and other items, and using computer monitors/equipment. 
• Office management and budgeting experience preferred, including experience ordering phones, computers, monitors, and other office equipment and managing the rotation/cascading of this equipment for the entire Correlation Department.  
• This is a grade 91.