Executive Assistant - US

Spotlight Call Being Scheduled : 5/18 2pm EST

Shift Hours: 9-5 or 8-4
Hybrid Role - 3days in office (typically T, W TH)
INTERVIEWS ARE REQUIRED - Video Conference w/ HM, Final Round In person or Virtual w/ VP
Looking for someone long term - Contract to hire
OT MUST BE APPROVED BEFORE WORKING

Must Haves:
1. Advanced Microsoft 365 Mastery (Outlook & Teams)
2. Corporate Expense & Travel Management Systems (Concur is utilized)
3. AI Tool Integration & Executive Automation (CoPilot utilized)

**Being proactive, intuitive to know advanced review of incoming weeks, meet with COS to ensure critical meetings are set, review any discrepancies, etc.

The opportunity:
The Executive Assistant provides high-level executive and administrative support for two Vice Presidents within our IT Leadership team (Cybersecurity and Corrugated Packaging) and their teams. This role is a strategic partnership requiring a proactive professional who can operate with speed, precision, and a "digital-first" mindset in a fast-paced, global IT environment. The successful candidate will independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications, and act as a force multiplier for the Executives by anticipating needs and managing high-stakes logistics.
How you will impact Smurfit ***:
• Proactively own and manage complex, fast-moving calendars for two VPs; anticipating conflicts and prioritizing high-value engagements to optimize strategic goals.
• Prepare detailed agendas and briefing materials ahead of key leadership meetings to ensure VPs are fully prepared with relevant data and context.
• Synthesize meeting discussions into clear follow-up notes and proactively track action items to completion across the IT organization.
• Lead the end-to-end logistics for special meetings, leadership off-sites, lunches, and dinners, including venue sourcing and technology integration.
• Coordinate comprehensive domestic and international travel (flights, hotels, ground transportation, and visas) and develop minute-by-minute itineraries with built-in "Plan B" and "Plan C" contingencies.
• Serve as a "Power User" for emerging productivity tools, proactively mastering and integrating AI platforms-specifically Microsoft 365 Copilot-into executive workflows for drafting, research, and data synthesis.
• Utilize the full suite of Microsoft Teams components (webinars, whiteboarding, and AI-generated recaps) to facilitate seamless digital collaboration for a global team.
• Manage expense reports, invoices, subscriptions, and vendor coordination with absolute accuracy and timeliness, adhering to corporate procurement standards.
• Continuously evaluate and refine administrative workflows and communication protocols to improve overall departmental efficiency.
• Develop a good working relationship with all levels of staff in all departments.
• Handle sensitive/confidential information requiring a high level of discretion.
What you need to succeed:
• Bachelor's Degree required.
• Minimum of 3 years of experience supporting Vice President level or above, preferred within an Information Technology or high-tech corporate environment.
• Advanced proficiency in Microsoft Office 365, with a specific emphasis on Teams and Copilot/AI tools; ability to quickly adapt to new external platforms.
• Commitment to being on-site at least 3 days per week to facilitate direct collaboration and team culture.
• Ability to commute between local Georgia-based offices as business needs dictate to ensure seamless executive coverage across multiple locations.
• Strong interpersonal skills with the ability to collaborate at all organizational levels.
• Absolute discretion and sound judgment when handling confidential or sensitive matters.
• A proactive, "forward-leaning" approach with the ability to pivot quickly in response to changing priorities.
• Focused, dedicated, and organized with a strong work ethic and attention to detail in composing, typing, and proofing materials.

EEO:

"Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."