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The Role

This role will typically be supporting our GM III/ VP. Under minimal supervision and acting on own initiative, performs advanced administrative support for executive level managers. Assignments typically involve work of a confidential nature and require extensive knowledge of department, business unit and company practices, policies, programs and product lines. Typically this level of administrative assistant supports large and complex groups.

The Main Responsibilities

• Assembles and analyzes information, prepares reports, manuals, agendas, correspondences and memoranda.
• Coordinates activities across departments and possibly business units.
• Acting on own initiative, this position will perform administrative support for a senior executive in a fast-paced, demanding
• Utilizes critical thinking skills and a thorough knowledge of the business and organization to prioritize advanced level executive administrative work.
• Accurately and professionally handles multiple simultaneous high priority issues.
• Drives priorities and critical items through task lists and manages short-term and long-term schedules
• Coordinates activities across departments.
• Ensures cross training of other administrative staff for back up support
• Organizes and maintains calendars- arranging, coordinating and prioritizing scheduling and logistics
• Accurately and professionally handles multiple simultaneous high priority tasks
• Accurately and efficiently conducts normal administrative tasks such as processing expense reports, invoice processing, supply orders, meal arrangements, office files, etc. and uses general office equipment
• Provides professional visitor greeting, telephone and email coverage – accurate message taking, redirecting calls and emails with warm hand offs where appropriate, and resolving routine and non-routine inquiries
• Other duties as required

What We Look For in a Candidate

• Bachelors’ degree or equivalent
• 5+ years’ recent experience working with or supporting a senior executive, or equivalent experience
• Proven ability to succeed in a demanding, fast-paced environment, maintaining a strong sense of urgency
• Effective organizational skills with focus on confidentiality, accuracy and attention to detail
• Excellent verbal and written communication skills
• Ability to anticipate and proactively resolve potential issues; demonstrating sound judgement / decision-making
• Demonstrates a positive attitude, resourcefulness and maintains composure in high pressure situations
• Experience working for a global company; coordinating between various time zones
• Able to provide support to a widely dispersed team
• Proficient in Microsoft Office products – Outlook, Word, Excel, PowerPoint, etc.
• Experience with Zoom, SKYPE and other collaborative meeting forums
• Experience with other electronic and web-based systems (such as SAP and Concur) to process invoices, travel arrangements, etc.
• Schedule flexibility to work outside of routine hours
• Availability for occasional travel to offsite meetings

What to Expect Next