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