Reporting to the Global Vice President of Human Resources, the Executive Assistant is responsible for providing specialized administrative support to relieve and assist the executive and their staff of complex details and advanced administrative duties. Contacts company personnel at all organizational levels and works on assignments that are extremely complex in nature where independent action and a high degree of initiative are required. Use ability as a skilled specialist to contribute in development of concepts and techniques and to complete tasks in creative and effective ways. Regularly interact with peers and management concerning matters of significant scope and discretion. Work is generally of a critical or confidential nature.
Manage calendar (Outlook) and schedule meetings. Work closely with Executive Assistants at Corporate office scheduling meetings, conferences, etc. Communicate and coordinate executives’ needs with various individuals and departments. Coordinate staff meetings and maintain conference room meeting schedule. Organize and maintain files. Screen executives’ phone calls; delegate phone calls to appropriate department. Maintain office facilities and ordering and maintaining supplies for the Human Resources Department. Order and make arrangements for luncheons and dinners (external and internal). Receive important visitors. Plan itineraries and reserve air, hotel, and make all travel related arrangements. Draft and finalize letters, memos, and special reports. Process a high volume of invoices on weekly basis Maintain all office equipment (telephone, photocopier, fax, computer, printer, etc.) Conduct project research as needed. Ability to work overtime if necessary
Analytical Thinking-Analyzing and interpreting statistical data, focusing on details, relating various pieces of information together, identifying trends, and understanding the reasons behind problems as well as successes. Building Relationships—Effectively interacting with team members with diverse backgrounds and temperaments, demonstrating a genuine interest in team members, maintaining open lines of communication with team members, and being an advocate for team members. Problem Solving—Generating effective solutions to problems, considering unique aspects of situations, and balancing business needs with individual needs (e.g., team member needs, customer needs.) Communication—Convey written information clearly and effectively through both formal and informal documents. Convey information orally, in such a way that the recipient(s) comprehends the message. Able to set priorities independently and skillfully; juggle multiple tasks, while maintaining “bigger picture” awareness.
BACKGROUND & QUALIFICATIONS:
Seven (7) years working for management at the Vice President level and/or above Professional Executive Assistant experience and diverse professional background. Should be proactive and have the ability to multitask. Must possess exceptional telephone management skills, etiquette, and highest level of professionalism. Must have excellent verbal/written communication skills. Strong organizational skills necessary, especially under continually changing conditions. Reliability and judgment to plan and accomplish goals. Outstanding customer service, communication (both oral and written,) and interpersonal skills. Advanced computer and internet literacy including the use of all Microsoft Office products, i.e., Word, Excel, Power Point, Outlook.
Monster - 17 months ago