Executive Assistant

You will provide administrative support to assigned departments, individual, and/or area. You will support our Senior VP and CVP for our Finance Global Supply Chain team. This is a great launch pad to support other C-level executives.

Job Responsibilities:

• Manage schedule and calendar of management with attention to accuracy and detail, including keeping Executive informed of calendar changes and change requests and managing confidential information with utmost discretion
• Use all computer programs relevant to the position to support development of correspondence, prepare presentations, track and chart metrics data, and to perform data entry and report generation in support of a department, significant organizational group, or executive level management
• Ensure the preparation of information, documents, and logistics for assigned department, significant organizational group, or executive level management
• Plan and execute meetings and events with no supervision
• Schedule domestic and international travel in compliance with existing policies and procedures, to optimize use of Executive's time and schedule
• Assist the office of the Corporate Vice President with projects and activities as directed by the executive assistant to the Corporate Vice President
• Pre-plan and execute on- or off-site meetings, team events, and assist with annual GSC Summit activities
• Provide administrative support as needed to other members of the Finance team who report to the executive
• Prepare, maintain, generate and process information, essential documents and records for executive and Corporate Vice President (e.g., expense reports, agreements, purchase orders, and invoice payments)
• Collaborate with the Global Talent Acquisition department to arrange for and facilitate interviews
• Provide administrative support: Office supply orders, catering requests, conference room management and other vendor requests as needed
• Greet and engage internal and external visitors, including providing necessary preliminary information and always ensuring professional interaction
• Other incidental duties

Required Qualifications:

• H.S. Diploma or equivalent
• A minimum of six years’ experience (Or four year with a Masters) related to executive administrative support

Additional Expectations:

• Excellent written and verbal communications skills, including negotiating and relationship management skills
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint
• Ability to independently apply relevant policies and procedures when performing administrative tasks
• Advanced problem-solving skills
• Ability to manage complex travel arrangements, in keeping with overall time commitments and in support of optimizing time management
• Completes tasks in resourceful and effective ways, ability to balance multiple stakeholder requests
• Ability to manage internal and external confidential information with utmost discretion
• Works autonomously within established procedures and practices
• Ability to build and maintain strong relationships across the organization to influence and achieve objectives
• Ability to work in a fast paced, dynamic work environment
• Strict attention to detail
• Ability to interact professionally with all organizational levels
• Contacts are across the organization and at all organizational levels, including external contacts that may be at high levels
• Adhere to all company rules and requirements (e.g., pandemic protocols, Environmental Health & Safety rules) and take adequate control measures in preventing injuries to themselves and others as well as to the protection of environment and prevention of pollution under their span of influence/control

Level of Independence

• Works independently without close supervision
• Compares and evaluates possible courses of action after considering various possibilities
• Applies his or her knowledge in following procedures or in determining which procedures to follow or determining whether specified standards are met
• Considers the cause and effect of activities
• Determines or effectively recommends course of action after considering potential risks of alternatives
• May provide guidance to lower level personnel
• Makes decisions in the face of different alternatives and without formulas or guidelines or with guidelines that are not complete and exhaustive, and which allow room for creativity and judgment
• Direction tends to be high level and focused on end results with means of accomplishment left to incumbent