Executive Administrative Assistant at Dassault Systemes in Waltham, Massachusetts

Posted in Other 13 days ago.

Job Description:

Imagine new horizons

Do you want to be inspired and enjoy coming to work? At Dassault Systemes, we empower our employees and support their passion to change the world and create the future. Let's design new horizons together with the power of 3DEXPERIENCE virtual universes! Shape your career with 3DS!

The challenges ahead

The Executive Administrative Assistant will be responsible for supporting the daily operations of the North American CFO based in Waltham, MA. This role will be responsible for a variety of tasks requiring a high degree of independent thought, judgment, discretion and confidentiality.

What will your role be?

  • Be the "go-to" person "in-the-know" to facilitate communication and solutions for the executive, team and 3DS customers

  • Maintain complex and dynamic schedules for manager, visiting customers, partners and guests

  • Facilitate inquiries, including monitoring and answering executives' phone lines, email fax, and written correspondence

  • Act as a liaison for and with executives, including internal and external clients

  • Anticipate needs and realign personal agenda to reach goals

  • Coordinate extensive worldwide travel arrangements

  • Reconcile, process and approve expense reports

  • Manage departmental expenses through eProcurement systems

  • Coordinate executive presentations

  • Manage and prepare internal and external events; participation in and/or support for large-scale events

  • Set-up processes and cascade process information throughout the team on behalf of the managing executives

  • Serve as a key member of the Administrative Team, collaborating and sharing ideas and knowledge base for consistent coverage and support

  • Provide best practices across all functions with high quality execution and service

  • Share information within 3DS to promote awareness

  • Ability to provide remote assistance for multiple requestors from multiple locations within worldwide time zones

  • Provide incidental support to direct reports as needed

  • Maintain confidentiality regarding company financial, compensation, and investor relations information

  • Attend monthly, quarterly, and weekly meetings that may require to take meetings notes/actions items for the Finance team

  • Prioritize incoming communications (mail, email, calls) while anticipating and communicating any required actions/deadlines

  • Anticipate and solve challenges to ensure the most strategic use of the Executive's time

  • Assist with virtual meetings: GO TO MEETING, WEBEX

  • Work in partnership with the Legal team and Legal assistant with monitoring and executing the DOCUSIGN process

Your Key Success Factors

  • 10+ years of relevant experience

  • Demonstrated experience supporting senior executives within a large corporate environment

  • Ability to build relationships one-to-one and within teams and other organizations

  • Develop network by liaising with local colleagues and those abroad in our worldwide offices

  • Understand priorities and manage completion of multiple requests from different sources

  • Proven international and domestic travel and expense experience

  • Competent in expense reporting procedures, international conversions, and the ability to adhere to travel policies

  • Project poise under pressure

  • A high degree of professionalism and ability to maintain confidentiality

  • Proficiency using Microsoft Office Programs, especially Outlook, Word, Excel & Power Point

  • Excellent verbal and written communication skills in English