Executive Assistant

Key Responsibilities

• Proactively manages complex calendars with competing priorities to keep the leader and team abreast of meetings and tasks and ensures s/he has the information necessary to effectively navigate through their day.
• Schedules activities and meetings and manages calendars.
• Responds to telephone, email and in-person inquiries providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Company.
• Schedules business travel and accommodations and reconciles and maintains expense reports.
• Organizes, coordinates and attends staff meetings, as requested, to document all pertinent information either electronically onto a laptop, on flip charts or other forms of note taking. Tracks action items and follows up to ensure successful completion.
• Manages functional correspondence including team newsletters, web content and program progress reports and drafts sensitive correspondence such as organization announcements.
• Opens new projects, tracks contracting and invoices, reconciles and submits bills for payment via SAP, manages vendor solicitation and communications.
• Performs other related duties as assigned by management.

Required Qualifications

• Education: Minimum of a High School Diploma or GED with formal training or equivalent work experience required. College degree a plus but not a requirement.
• Experience: Minimum 3+ years’ experience as an Administrative Assistant and preferably 1+ years as an Executive Assistant supporting multiple leaders in a multi-functional, matrixed, fast-paced and diverse multicultural environment, preferably at a corporate level.
• Knowledge & Skills: Self-starter with the desire and ability to take initiative; ability to learn quickly. Demonstrated ability to work independently and handle multiple tasks efficiently. Proficiency with Concur and SAP (travel and expense reports). Proficiency with Microsoft Teams, Outlook and MS Office applications and other software as required. A keen sense of urgency in supporting IMO executives. Highly organized, communicative, responsible and detail oriented. Demonstrated ability to exchange information clearly and concisely. High level of professionalism.
• Key Competencies: Ethical Conduct, Flexible and Adaptable, Action and Detail Oriented, Business Acumen, Growth Mindset, Process Effectiveness, Dealing with ambiguity.