Administrative Assistant

Executive Assistant

Due to internal Promotion! Our Global client with offices around the world has an immediate need for an Executive Assistant who will be responsible for the organizational support of a business unit or function leader and their direct reports, between 10 and 12 IT professionals. The main objective is to provide comprehensive and proactive administrative support for general business operations. This individual will be expected to manage the calendars for busy executives and be a strong team member with Executive Assistant colleagues throughout the office and company.

Basic Qualifications/Skills:

• Management of multiple complex calendars and scheduling requirements
• Pro-actively reads executive's emails and manages action items directly and alerts executives to high priority emails.
• Manages calendars to maximize efficiency, balancing meetings and allocating time for work.
• Manages international and domestic travel for executive(s) by working with travel agency to communicate travel preferences when booking air, hotel and car reservations, logistics/venue.
• Coordinates and plans internal and external meeting logistics using audio and web software.
• Arranges departmental meetings and social events.
• Reserves conference rooms & customer visit rooms.
• Acts as liaison between staff/executives/customers.
• Screens and responds to incoming calls.
• Greets & escorts customers and guests.
• Supports management with budget-related work.
• Ensures new hires in the department are set up (space, IT requirements, welcome lunch, etc.)
• Organizes significant on-site and off-site events including preparing any relevant materials; assist with office and corporate events as needed.
• Thinks through all aspects of logistics and anticipates issues that can occur in a project or event and has plans to mitigate.
• Understands executive's business objectives and considers context (ex. Quarter end, who is urgent to meet with, etc.) when scheduling meetings and events for executive and team while balancing urgent versus important.
• Manages space planning for the floor or section of space their team occupies.
• Prepares executives for meetings, ensuring that conferencing tools are operational and materials are ready and provided in advance.
• Ensures executives transition smoothly from one meeting to the next on time.
• Builds relationships with often high-profile external parties to achieve goals of role (ex. Customer advisory board, industry leaders, training vendors, analysts, etc.)
• Represent the executives and department in a positive light within the company and externally.
• Understands interpersonal dynamics of team members and discretely raise insights to executive as appropriate.

Preferred Qualification/Skills:

• Maintains vacation schedules of the team.
• Makes copies and orders supplies.
• Interfaces with IT / Facilities as needed.
• Creates and updates organization charts.
• Assists with PowerPoint presentations.
• Tracks and helps drive completion of key deliverables and follows up on outstanding items.
• Prepares expense reports and purchase orders; ensures they are completed accurately, within budget limits, and approved in the system.
• Draft email communications on behalf of executives.
• Performs general office duties as needed.
• A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company.
• Suggests ideas and new processes to executives to manage their time better and help drive better alignment and communication within the team.
• Serves as trusted advisor to executives and provides insights, perspective, and solutions to executives on various topics.
• Completes special projects as assigned.
• Tracks, collects, and prepares materials in advance of Board of Directors or sub-committee meetings.
• Must understand this job is onsite and know you are supporting a large team!
• You need to be sharp! Proactive, excellent English and Grammar, and a communicator!! Someone who is highly organized! Excellent Calendar Management! Can change on a dimesomeone who can make last-minute changes calmly and keep the team together.
• Salary can be higher than posted and will be based on experience,
• Bonus of 10% of annual salary and RSU, complete benefits package!

Compensation: $68,000.00 - $75,000.00 per year