Executive Administrative Assistant

116865-1 - Executive Administrative Assistant - See Attachment for Full Details

**No Sponsor Contact**

• Location: Remote

• Estimated start date: ASAP

• Estimated end date: 6/30/22

• Daily schedule and OT estimate: 40 hrs/wk, possible OT

• Equipment or software required: Supplier provided – laptop, headset, and mouse

• Workspace type: Offsite/Remote

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Job Description – Ensure Alignment to Selected Title

Provides highly complex administrative support for an executive as well as business groups/global regions. Prioritizes own time, high-level manager’s time, and manager’s directs’ time. Makes administrative decisions and requests on behalf of high-level manager to provide complex calendar management. Proactively manages logistics for business group meetings/events. Uses diplomacy and professionalism to draft communications for high-level manager. Creates data management plans and manages data by using the advanced features of Microsoft products/tools. Develops a deep knowledge of the overall business group strategy, and acts as an information resource to the business group. Anticipates and removes administrative roadblocks and makes timely decisions across the business group. Directly resolves customer requests and hosts business guests. Skills: All qualifications of an Admin Assistant, plus 5-7 years executive support. Writing skills: ability to draft emails on behalf of high-level managers intended for senior level managers. Must be very organized, with a strong ability to multi-task as well as be a strong communicator. Previous Microsoft experience preferred.

Story Behind the Need – Business Group & Key Projects

• Business group
• Surrounding team & key projects
• Purpose of this team
• Reason for the request
• Motivators for this need

• Business group - Manufacturing
• Surrounding team & key projects
• Purpose of this team – See below
• Reason for the request - replacing
• Motivators for this need - Skillset

Budget approved (Y/N) - Y

Typical Day in the Role

• Typical task breakdown and rhythm
• Interaction level with team
• Chance for flex hours or remote
• Chance for extension later –

Fiscal Turn conversation

• Typical task breakdown and rhythm – They have a main EA who supports the VP. They have a business/exec admin role that someone is leaving who supports the strategy lead who supports their the RBL and is a senior director in the America’s sitting in MI. Works with another enablement lead and will help them come onboard to the team and when they get another strategy lead for the team they will help them as well. Does calendaring, expenses, and are also hoping that they can take on things around when getting the enablement lead and will be setting up a lot of programs. Need someone with Excel skills who can set up trackers, basic light powerpoint work. They aren’t going to be doing data analysis to it and can just get things organized, set up Teams sites. Really looking for someone who has a strong understanding of outlook and calendaring. Can connect with people on scheduling and partnering with other admins to gather times to get bigger meetings together. Help the new leaders that are coming in to help them get their calendars organized that will help both he admin and leader. There is other basic office tools they will be using, need to be organized and able to track things. Ad Hoc team projects will be assisting with.
• Interaction level with team – will be interactive
• Chance for flex hours or remote – fully remote is fine. Maybe after the first of the year if they are in Redmond it would be great if they could come onsite but there is no expectation that they come in. Can sit anywhere in the US. They do work across time zones so they may need to be flexible with hours for an early morning meeting here and there. 40 hrs/wk.
• Chance for extension later – they will likely be extended it just will be quarterly

Compelling Story & Candidate Value Proposition

• Competitive market comparison
• What makes this role interesting
• Unique selling points
• Value added or experience gained

• What makes this role interesting – The team is expanding and growing this is a chance to help people that are coming in new so there will be a lot of connection with the leaders they will be support. Their business is growing and changing and the way they think about what they do is interesting. The solutions the team is working on that they will be exposed to is really relevant in real life. Anything that is made is touched through the supply chain and manufacturing that they are doing is all affecting things in real life. Solving some of the most pressing problems. Getting to help people who are solving real life problems. With the way the team is growing there is the ability to build skills and get to know people in a big organization while working with a small awesome team.

Candidate Requirements

• Years of experience required
• Degrees or certifications required
• Disqualifiers
• Best vs. average
• Performance indicators

• Years of experience required – 3-5 years of EA/Office admin experience.
• Degrees or certifications required – nothing required, maybe an Office type certification would be helpful.
• Disqualifiers – People who jump around a lot. They are hoping to find someone who will want to stay on the team for a while. People who are overqualified.
• Best vs. average – BEST – Someone who has either EA or support experience where they have done direct calendaring or have some kind of complex support role (in HR or customer service) where they have some broad experience wearing many hats and direct support experience. Someone who is high energy, this is a fast paced role with lots of things coming in. They will be very busy in the role.
• Performance indicators – quality of work and meeting their deadlines. Staying up on their tasks. There will be some other things like being able to work well with the leads and other admins.
  

• Top 3 must-have hard skills
• Level of experience with each
• Stack-ranked by importance

1

Outlook, inbox management (3-5 years)

2

High level of Organization (3-5 years)

3

Meeting Deadlines (3-5 years)