Executive Administrative Assistant

If you are looking for a company that offers a competitive salary, a comprehensive benefit package, and an opportunity to enhance your personal professional development, then this might be the perfect place for you.

This position provides essential administrative functions including calendaring, meeting support, managing executive correspondence, coordinating domestic and international travel, and managing other responsibilities of moderate complexity that require significant latitude of independent judgment and discretion on a routine basis. Provides support to CEO, CFO, and President of Operations for North America, as well as other executive committee members.

Confidentiality and discretion are critical. The candidate must be extremely professional, be comfortable operating with limited supervision, and possess great communication skills. Due to the visibility of the position, the candidate needs to work well with all levels of company staff.

Job Description

• Act as first point of contact for the supported executives.
• Manage excutives’ calendars in Outlook, coordinate and schedule appointments and meetings. Manage decision making on scheduling of appointments.
• Assist executives in staying on schedule throughout day.
• Produce presentations with PowerPoint and Excel as directed by the executives. Draft basic correspondence and documents in Word; proof work.
• Coordinate, prepare, and maintain documents, including financial documents, related to Company business at the executive level.
• Utilize professional phone etiquette, accurate and detailed message taking techniques, timely routing of all messages
• Conserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Prepare and set-up for executive committee meetings, board meetings, earnings calls and audit committee meetings, which includes preparing board books, presentations, etc.
• Prepare agendas, make copies, set up rooms, order/pick up/layout refreshments, etc.
• Book air/lodging/transportation, create and maintain itineraries for designated individuals, process timely and accurate expense reports.
• Prepare requisitions and purchase orders, and release/process invoices for payment.
• Ensures at all times that the department is orderly, office supplies are stocked and departmental mail is distributed.
• Prepare meeting agendas, transcribe meeting minutes, and maintain action register(s).
• Administer Executive Committee collaboration tools (currently Wrike), distribution lists, and facilitate the effective collaboration of a geographically distributed executive team that travels extensively.
• Perform administrative duties and functions requiring confidentiality, initiative, and sound decision-making.
• Analyze non-routine administrative details of moderate complexity, and exercise independent judgment and initiative to determine the approach or action to take to solve practical problems and deal with a variety of variables in situations where ambiguity exists with limited standardization.
• Interpret requests, take appropriate action, evaluate level of information, and decide when the executives should be notified. In the executives’ absence, direct and ensure that requests for action or information are relayed to appropriate staff members.
• Assist other executive and administrative personnel as needed.
• Perform other duties as assigned.

• Experience successfully supporting executives in a global, matrix environment.
• Strong PC skills to include Microsoft applications (Outlook, Excel, PowerPoint and Word).
• Executive Assistant experience in a Finance environment is strongly preferred.
• Ability to effectively communicate and interact with senior executives.
• Possess an advanced knowledge of Excel and it functions, PowerPoint, and Word.
• Expert in the use of technology including other Microsoft Office products and video conferencing
• Able to work independently and manage multiple projects and activities simultaneously.
• Able to work under pressure with deadlines.
• High School Diploma or equivalency required. Associate degree from a two-year college or technical school preferred.
• A minimum of 7 years’ executive administrative experience or relevant experience.
• Some work outside normal hours may be required given international operations.

All your information will be kept confidential according to EEO guidelines.