Position is responsible for providing office support to Senior Executive and their team members. This role will also provide support to a few leaders within the business. The ideal candidate will exercise good judgment in a variety of situations, have strong written and verbal communication, administrative and organizational skills, financial acumen, and experience with MS Office and other business software tools.
Essential Responsibilities • Proactively support the assigned leaders and team by independently executing all responsibilities while successfully balancing the needs of multiple Senior Leadership team members. • Manage a range of general office services including ordering supplies and invoice processing. • Communicate professionally with internal and external persons, at times acting as first point of contact to {functional leader} and/or staff making interactions positive experiences. Work proactively and collaboratively to solve for issues. • Handle confidential data and matters discreetly and professionally. • Manage and summarize financial and time accounting data that is gathered from various sources into a summarized format that can be used to track performance and present a status. • Create professional presentation materials from material/information provided by others. • Coordinate global travel arrangements; create travel itineraries; arrange for appropriate visas, transportation, lodging, and other needs while traveling; communicate with leader while traveling to ensure that they are fully informed of all issues arising; process and reconcile T&L expense accounts. • Assists with calendar management. Able to coordinate daily activities, prioritize inquires and requests, as well as troubleshoot conflicts. Will work in conjunction with the various leaders to ensure smooth day-to-day engagements. • Provides a bridge for smooth communication between the leader's office and other globally based senior leaders and their EAs; Able to maintain credibility, trust, and support with senior management. • Works closely and effectively with the leader to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. • Demonstrated ability to be discreet, flexible, work in a fast-paced environment, deal well with ambiguity. • Schedule, plan and organize logistical details for in-house and off-site meetings (occasionally), training and events. To include Staff, All Hands, Kaizen Events, Volunteer, Engagement events, and other company events & meetings as necessary.
QUALIFICATIONS • Bachelor's degree or High School diploma and five years' work experience as an executive office manager, or equivalent experience/ knowledge supporting senior leaders. • Minimum three years in administrative/office support or complex project management or equivalent experience.
DESIRED CHARACTERISTICS • Large matrixed organization experience • Knowledge of general office management and current computer/office communications technologies; Proficient in Microsoft Software: PowerPoint, Notes, Word, Excel, and Outlook. • Team player with strong interpersonal skills, capable of working within a globally diverse team across different time zones and businesses. • Able to manage conference & meeting room technologies. • Self-Starter, proactive, able to work independently, able to maintain confidentiality and handle matters discreetly. • Effective time management and organizational skills; able to balance multiple priorities. • Able and flexible to support off hours for urgent issues like trip cancellations, etc. • Able to effectively interact and communicate with EAs of senior level management and corporate contacts. • High attention to detail and excellent interpersonal, verbal, and written communications including strong grammatical skills. • Able to quickly identify and prioritize goals and uses resources. Able to create solutions and meet deadlines, while considering both strategy and efficiency. • Ability to creatively solve problems and drive best outcomes. • Ability to successfully organize and execute details in a fast-paced, everchanging environment.
Highly results driven with exceptional follow through.