Executive Administrative Assistant

Executive Associate II, Global Inclusion & Diversity

This position is 100% on-site. The Executive Associate II position will provide administrative support for the Chief Inclusion & Diversity Officer as well as the members of the Global Inclusion & Diversity (GI&D) team. This individual will perform highly diverse administrative duties, which by nature of the position may involve high level contact and exposure to confidential information necessitating the use of tact, diplomacy, discretion, and judgment. Must have proven competencies and excel in organization, prioritization, multi-tasking, communication skills, as well as the ability to remain poised and focused in a fast-paced working environment.

Key Responsibilities

• General administrative support provide executive level administrative assistance.
• Communication management maintain team and subject focused distribution lists; distribute or cascade messages on behalf of the GI&D team.
• Calendar management timely scheduling and prioritizing of meetings to ensure they occur within appropriate timelines across time zones, proactively resolve meeting conflicts.
• Travel & Expense (T&E) management - follow Client T&E policies, assist on business travel arrangement, visa application and reconciliation of business expense reports. Coordinate multi-leg national/international travel including but not limited to hotel, flight / train, car rental, restaurant reservations etc.
• Department events/meetings management - plan and execute a variety of different events and meetings; enable and monitor meeting readiness by assembling meeting materials, meeting room booking, meeting venue technology testing, catering services, distributing pre-read materials and meeting minutes.
• Issue management - liaise issues to proper resolution support teams related to technology equipment, software applications, facilities, etc.; Independently researches complex issues and escalates urgent issues to proper management teams or individuals for expedited resolution.
• Business operations support - Purchase orders (POs), office supply orders, and other administration services. Incumbent will be the point of contact for SOWs, POs, invoicing, business travel, onboarding etc.
• Interface in a professional manner with senior executives and matrix team members, handle confidential information with discretion and demonstrate diplomacy and excellent judgment in dealing with sensitive situations.
• Maintains professional and technical knowledge by remaining current with Client continuous learning modules.
• Collaborate and partner with all administrative associates from other Departments to ensure business needs and goals are met.
• Other duties related to the above within the company, as assigned.

Qualifications & Experience

• High School degree
• Administrative or comparable experience; prior Executive Associate experience preferred.
• Proficient with Microsoft Suite (Outlook, Word, Excel, Power Point).
• Concur Travel and T&E, Ariba/SAP, SharePoint, Workday, Room Scheduler experience strongly desired.
• Must have strong interpersonal skills, be a team player and be willing to work in an environment that encourages individual initiative and accountability to the team.
• Demonstrates ability to prioritize, be proactive, work independently and collaboratively with other administrative assistants/external partners, across organizational levels, functions, and supports business needs across different time-zones.
• Is responsive, has a sense of urgency, plans ahead while executing on a day-to-day operations, highly motivated to get things done, takes initiative, and have a proven ability to handle confidential matters.
• Must be able to represent the department in a professional manner to internal and external customers and have a proven track record of positively interacting with colleagues at all levels of the organization.
• Detail oriented with excellent oral and written communication skills. Adapts easily to new learning situations, can establish priorities, is very proactive, reliable and accountable, and works with minimal supervision.
• A collaborative team player who effectively builds relationships with team and other departments and can work independently.
• Demonstrate a growth mindset and be able to learn new tools and systems in an ever-evolving environment.
• Exhibit a positive work attitude, an inclusive mindset, high productivity and a collaborative approach with other employees across a matrix and international environment.
• If an accommodation is needed to equitably participate in the job application or interview process, please let your recruiter know.