Sr Executive Assistant
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This position is responsible for providing a wide range of administrative support related tasks while working independently and with minimal supervision required.

The position is responsible for supporting an executive(s) in a fast-paced global environment, sometimes under pressure, remaining flexible, proactive, resourceful, displaying a positive demeanor, efficient and with a high level of professionalism.

Handles details of a highly confidential and critical nature. Requires in-depth knowledge of company operations, policies, and procedures.

The position supports Vice Presidents and a Senior Vice President..

Principal Duties and Responsibilities :

  • Responsible for heavy calendar management, requiring interaction with both internal and external executives as well as consultants, to coordinate a variety of complex meetings in multiple time zones.
  • Arrange heavy global travel schedule, reservations and related reimbursements.
  • Establish, sustain and foster professional internal and external contacts to build, enhance and connect networks for business purposes.
  • Coordinates work flow, updates and follow-ups on delegated tasks to ensure progress of deadlines, and keep projects on schedule.
  • Takes initiative in executive’s absence related to rescheduling calendar schedules and telephone calls and follows up accordingly.
  • Works on problems of diverse scope and demonstrates good judgment in selecting methods and techniques for obtaining solutions.
  • Handles a wide variety of complex and confidential business situations and assures discreet handling of all business matters while communicating with integrity.
  • Compose correspondence and reports for own or executive use.
  • Assists executive with preparation of presentation materials for meetings.
  • Performs quality checks for executive correspondence including reports, presentations, announcements, etc.
  • Checks deadlines on incoming requests and assists executive with meeting deadlines.
  • Track SOW deliverables and prepare appropriate paperwork for signature and processing.
  • Prepare and process invoices for payment.
  • Handle all telephone and email inquiries within capacity, arrange callbacks and / or email message responses, providing backup materials as appropriate or necessary.
  • Fix commitments to maximize executive’s time efficiency; Allow decision / desk time when possible.
  • When executive chairs a meeting, arranges meeting facilities, coordinates guest arrival, sets up or orders beverages and food if needed, record meeting minutes, and identify action or follow up items.
  • Updates organization charts with manager changes for the executive’s organization in Workday.
  • Process paperwork and security authorizations for new employees / contractors and administer the company’s process for ending their employment / contract.
  • Participate in special projects and other work-related activities as required.
  • Job Requirements :

  • A minimum of 7 years administrative experience in a professional environment preferably supporting executive level individuals
  • Working knowledge or ability to learn company policies and procedures
  • Strong proficiency in MS Word, Excel, PowerPoint, Outlook, and other related software and systems
  • Fluency in English is a must. French or German are a plus.
  • Strong customer focus with ability to professionally and courteously interact with all levels of employees
  • Excellent oral and written communication skills
  • Strong organizational skills and follow-up skills
  • The ability to handle multiple tasks simultaneously and balance competing priorities is key
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