Job Abstract

Job Description

As an Executive Administrative Assistant, you will perform diverse administrative functions for a group's manager and their team. In this role, you will need to demonstrate an ownership approach to all tasks, initiative and confidence to complete assignments with limited supervision, a proactive approach to problem-solving, and the ability to effectively multitask and prioritize in a fast-paced environment. You will also rely on excellent communication skills and represent your group with a high degree of professionalism. Your responsibilities will include the management of calendars, coordination of time zone sensitive meetings, coordination of event logistics, travel and expenses, and management of a high volume of emails. This role partners with other assistants to provide administrative support for their respective teams.

Responsibilities:

• Manage day to day activities without prompting, and advise in advance of any issues or delays
• Proactively manage multiple calendars, including a global executive calendar
• Coordinate meetings, conference calls, and telepresence set up across multiple time zones
• Make elaborate travel arrangements, domestic and international
• Process expenses and invoices in a timely manner; ensures adherence to company’s policies
• Assist with the onboarding of new team members
• Assist with overflow, special projects
• Work collaboratively with the administrative assistants team to support their respective businesses
• Is an integral member of the group, understand their goals, priorities and expectations
• Maintain familiarity with all policy and technology updates

Qualifications:

• High degree of motivation, initiative, sense of urgency and professional demeanor
• Ability to work well under pressure
• Excellent written and verbal communication skills
• Ownership approach to all tasks; initiative and confidence to complete projects with limited supervision
• Absolute tact and discretion when dealing with confidential matters; experience interacting with senior management
• Exercise independent judgment in a variety of situations
• Strong time management and attention to detail
• Motivated by a collaborative environment and willing to go the extra mile
• Partner with the assistants team to ensure continuity of coverage for their respective groups

Technical Skills:

• Proficiency with MS Excel and PowerPoint
• Ability to learn policies, procedures and processes quickly
• Savvy with Internet/Intranet usage
• Experience with Concur Travel & Expense preferred