Executive Staff Assistant

Executive Staff AssistantProvide administrative support to Senior Leadership team members, their direct reports, and total team.CALENDAR MANAGEMENT:Manage scheduling and coordination of meetings, team meetings, and individual meetings across all time zones for Executives with a clear sense of urgency and accuracyTake ownership for ensuring prioritization is clear and executed againstAttend weekly Direct Report Meeting; prepare agenda items and support any follow up actions necessary for the groupTRAVEL & EXPENSES:Reconcile and approve invoices and all expenses in a timely manner meeting expense deadlinesCoordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc.Take ownership for ensuring travel & expense challenges are addressed and acted on in a timely mannerCOMMUNICATION & DOCUMENTATION:Prepare requested presentations and other forms of communication to internal and external Business PartnersUpdate confidential reports/materials as directed & create/prepare materials for key meetingsHandle proprietary and non-routine information with confidentialityUnderstand and execute against priorities, where not clear seek to understandBuild and maintain positive relationships with leadership, peers, and associatesPRIORITIZATION & TIME MANAGEMENT:Ability to work in a fast-paced and deadline-oriented environmentAbility to juggle multiple executives' schedules and deliverablesAble to prioritize tasks/requests in order to meet deadlines with critical attention to detailProactively communicate with team to ensure they are aware of timelines and conflicting prioritiesFlexibility to work outside of U.S. time zones is sometimes required due to leader's travel schedule or international partnersGENERAL RESPONSIBILITIES:Answer and screen all incoming calls and emails, and handle appropriatelyManage Timekeeping in Kronos & PTO calendar for hourly associates on teamProvide general support for salary associates on time keeping as wellSupport senior leaders with administrative tasks, such as but not limited to: IT tickets, new hire set ups, meeting room bookings, etc.Order necessary supplies/samples for departmentOther projects and responsibilities as assignedFlexible hours to stay as needed. Ability to work with ease and efficiency in high activity work environmentsIn person/in-office collaboration is required, the frequency of such in-person/in-office collaboration (e.g., portion of week, entire week) is dictated by business needsAble to work in a hybrid environment, meaning that some work may be performed remotely but certain essential functions must be performed in-person/in-office based on the needs of the business.QUALIFICATIONS:Associate's or Bachelor's degree or commensurate experience required5+ years previous experience supporting Executive Leadership in a high touch capacity preferredExperience booking & managing extensive international travel schedules as well as visa applicationsExperience with Concur & Ariba preferred or similar expense systemsStrong analytical, prioritizing, organizational, interpersonal, and problem-solving skillsStrong verbal and written communication skillsProven ability to work in a multicultural environmentDemonstrated collaborative skills and ability to work well within a teamAbility to work in a fast-paced and deadline oriented environmentSelf-motivated with critical attention to detail, deadlines and reportingHigh degree of proficiency Google Workspace & Internet applicationsPAY/BENEFITS INFORMATION:Actual starting pay is determined by various factors, including but not limited to relevant experience and location.Subject to eligibility requirements, associates may receive health care benefits (including medical, vision, and dental); wellness benefits; 401(k) retirement benefits; life and disability insurance; employee stock purchase program; paid time off; paid sick leave; and parental leave and benefits.Paid Time Off, paid sick leave, and holiday pay vary by job level and type, job location, employment classification (part-time or full-time / exempt or non-exempt), and years of service. For additional information, please click HERE.AEO may also provide discretionary bonuses and other incentives at its discretion.