Executive Assistant

Job Summary

Provides high-level, confidential senior executive support, as well as support for their direct reports and other clients, as needed. Conserves executive’s time with calendar management, complex travel coordination, and expense reporting, performs duties such as information management, coordination of meetings and conferences, purchasing supplies and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external customers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. Must have a strong sense of teamwork, be proactive by identifying opportunities, problem solving and act accordingly.

Essential Duties and Responsibilities

- Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications - Takes Minutes during meetings, and follow up on action items - Prepares reports by collecting and analyzing information - Effectively manages and maintains executive’s calendar in multiple time zones - Plans, organizes, and schedules events such as meetings, conferences, teleconferences, and travel (domestic and international) - Completes travel and expense reports in a timely and accurate manner - Proactively provides tools and resources as needed for executive to fulfil their role - Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs - Works with internal and external customers to coordinate global meetings, book conference sites, sleeping rooms, meeting rooms, A/V, food, off-site dinners, team building - Prepares and edits business correspondence, often using word processing, spreadsheet, and presentation computer software - Works closely with domestic and international counterparts on a regular basis - Participates and collaborates with Administrative Services Unit team on best practices, resources and special projects - Other duties as assigned

Education

- Bachelor's Degree preferred

Work Experience

- 3+ years of executive assistant experience supporting a Senior Executive - Previous experience in a global and matrixed environment - Experience managing multiple calendars - Experience booking travel

Preferred Knowledge, Skills and Abilities

- Proficiency in Microsoft Office - Advanced use of Outlook, PowerPoint, and Excel - Experience with Microsoft Teams - Self-starter with the ability to work with autonomy and in a team environment - Proficient and professional level of verbal and written communications skills - Concur and SAP knowledge a plus - AI knowledge a plus - Strong organizational and interpersonal skills that reflect ability to perform and prioritize multiple tasks seamlessly with exceptional attention to detail - Demonstrate proactive approaches to problem-solving with strong decision-making capability - Highly resourceful team-player, with the ability to also be extremely effective independently - Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response - Forward looking thinker, who actively seeks opportunities and proposes solutions