Executive Assistant

About the role

The successful candidate will provide administrative support to the leadership team including, calendar, meeting, event and catering coordination, expense reports, and domestic and international travel arrangements that may include requesting use of Koch corporate plane. They will serve as a change agent, manage and communicate any IT or related changes that may impact the team, understanding the impact and effectively communicating changes. They will assist in supporting floor office duties such as mail distribution, shipments, identifying facilities related items, office and break room supply ordering and management, and employee move requests. They will coordinate large meetings and events that includes internal and external attendees including supplier meetings. They will act as a liaison, problem solver, and facilitator as the first contact for the team. They will work with office support capabilities such as IT, AV, Facilities, Ambassadors. They will handle administrative duties including procurement card for department, department and direct report meetings, and file management. They will be responsible for maintaining floor needs, securing technical and AV assistance, managing visitor security registration and parking validations and payments to the garage, as well as BlueSky/LIFT Team liaison for floor requirements and logistics. They will support engagement with outside organizations / nonprofits. They will cooperate with other Executive Assistants on interoffice meetings and events. They will assist meeting and events team as needed, including onsite contact for offsite business meetings, as well as research and coordination of meetings and dinners. They will assist in onboarding/offboarding activities.

Responsibilities

• Provide administrative support to the leadership team including, calendar, meeting, event and catering coordination, expense reports, and domestic and international travel arrangements that may include requesting use of Koch corporate plane
• Serve as a change agent, manage and communicate any IT or related changes that may impact the team, understanding the impact and effectively communicating changes
• Auxiliary in supporting floor office duties such as mail distribution, shipments, identifying facilities related items, office and break room supply ordering and management, and employee move requests
• Coordinate large meetings and events that includes internal and external attendees including supplier meetings
• Act as a liaison, problem solver, and facilitator as the first contact for the team. Working with office support capabilities such as IT, AV, Facilities, Ambassadors
• Handle administrative duties including procurement card for department, department and direct report meetings, and file management
• Responsible for maintaining floor needs, securing technical and AV assistance, managing visitor security registration and parking validations and payments to the garage, as well as BlueSky/LIFT Team liaison for floor requirements and logistics
• Support engagement with outside organizations / nonprofits
• Cooperate with other Executive Assistants on interoffice meetings and events
• Assist meeting and events team as needed, including onsite contact for offsite business meetings, as well as research and coordination of meetings and dinners
• Auxiliary in onboarding/offboarding activities

Requirements

• 3+ years of professional office experience providing support to multiple teams and leaders
• Experience working with and maintaining confidential information
• Experience working in a fast-paced environment while prioritizing multiple items
• Experience in project management (for events, meetings and initiatives)
• Experience supporting multiple calendars, travel and expense reports
• Experience learning and utilizing new technology
• Experience with Microsoft Outlook, SharePoint, Word, Teams, Power Point (creating and updating decks) and Excel (creating/updating/organizing spreadsheets/reports)

Qualifications

• Experience working cross-functionally with facilities, IT, and external vendors
• Familiarity with and experience managing SharePoint

Skills

• Proactive
• Detail-oriented
• Quickly adapts to change
• Advances in the adoption of existing and new technology to find ways of automating and simplifying work processes

Benefits

Our goal is for each employee, and their families, to live fulfilling and healthy lives. We provide essential resources and support to build and maintain physical, financial, and emotional strength - focusing on overall wellbeing so you can focus on what matters most. Our benefits plan includes - medical, dental, vision, flexible spending and health savings accounts, life insurance, ADD, disability, retirement, paid vacation/time off, educational assistance, and may also include infertility assistance, paid parental leave and adoption assistance. Specific eligibility criteria is set by the applicable Summary Plan Description, policy or guideline and benefits may vary by geographic region. If you have questions on what benefits apply to you, please speak to your recruiter.