Executive Assistant

Position Description

Title: Executive Assistant to the CEO and SVP of Operations

Immediate Supervisor: SVP of Operations

Status: Exempt

Position Purpose: We are looking for a highly organized, fiercely proactive Executive Assistant (EA) to support the CEO and SVP of Operations (SVP).

Principle Accountabilities

• Career Development
• Coordinate travel arrangements, manage travel logistics, update travel logs, process expenses, and prepare expense reports for the CEO and SVP;
• Plan, schedule, and coordinate corporate events, including holiday dinners, team-building activities, conferences, seminars, and other internal/external gatherings;
• Aid teams in the completion and submission of new forms, coding, and review processes;
• Provide general administrative support as needed, including handling ad-hoc projects and assisting with various tasks across departments.

Email Management

• Email management: Triage, draft responses, flag action items, and/or unsubscribe from the noise.
• Aiming to reduce redundancy or re-organizing low priority items from his Inbox and on his behalf;
• Calendar orchestration: Proactively resolve conflicts, build in time “Work” time, and set boundaries;
• Learn his priorities, preferences, and pet peeves;
• Remind him of the small things such as receipts and upcoming events;
• Project follow-up: Track action items from meetings and nudge stakeholders (including him) to close loops.

Scheduling

• Schedule meetings, track deadlines, and ensure all communications are clear and concise;
• Manage calendars for both executives, ensuring availability and scheduling meetings;
• Resolve calendar conflicts, coordinating joint meetings, and ensuring consistent communication.

Essential Skills And Experience

• High school diploma or equivalent required; Associate's degree or higher preferred.
• 5+ years of experience in administrative support, preferably in C-Suite.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Attention to detail and ability to manage multiple projects simultaneously.
• Ability to handle confidential and sensitive information.
• Strong problem-solving skills and initiative.
• Ability to work independently and as part of a team.

Why Choose IPG?

• We are a global leader in packaging and protective solutions, developing innovative solutions that protect the world.
• We value safety, people, passion, integrity, performance, and teamwork.
• We are committed to sustainability, influencing everything we do from eco-friendly products to minimizing waste in our production processes.
• We offer competitive pay, extensive benefits, and ongoing training to support your career growth.