Executive Assistant

The Executive Assistant will report to the Vice President of Information Technology, providing executive administrative support to two IT Vice Presidents. They will support those two leaders with key project and day-to-day administrative support.  

We are seeking a motivated and proficient professional who wants to join a successful, exciting, and fast-paced team! The position will require high levels of teamwork and communication.  

Responsibilities  

• Manage complex calendars and prepare detailed agenda for high-level meetings  

• Arrange all domestic and international travel accommodations, including potential itinerary or schedule changes on short notice, as necessary  

• Use people and soft skills to generate a positive and welcoming atmosphere for the team as well as partners seeking to engage with information technology  

• Conduct a timely flow of information, obtain signatures and authorizations, and handle correspondence flow  

• Guide the Executive & team to effectively coordinate their own schedules in the office daily, to ensure on-time arrival to meetings 

• Compile and process expense reports in a timely manner, as well as develop, track, and update organization/team related projects and documents on a monthly basis.  

• Professionally represent the Executive and team through initial contact meetings or telephone conversations; act as an administrative liaison  

• Provide logistical support for team meetings, events, and conferences, working in collaboration with Facilities, IT, and external parties as needed on and off-sites  

• Function as a communications hub for department, staying current on team travel and holiday schedules with ability to locate and contact team members as needed  

• Serve as an effective knowledge base for staff within the department, especially for process and procedures, and provide assistance in a hands-on, proactive manner  

• Support and assist with onboarding of new team members: office space planning, work closely with HR, hiring managers, IT and the Facilities team  

• Effectively collaborate with other global administrative counterparts and build strong working relationships with a wide range of company partners  

• Continually improve processes and procedures to reduce work time and cost without compromising work quality  

• Maintain the VP and team’s confidence and protect operations by keeping information highly confidential  

• Identify key department information that could be shared to increase cross-functional visibility. Identify areas to simplify and improve department documentation  

• Serve as the VP liaison with their departments, identifying communication opportunities / needs as relevant  

• Support the Information Technology department as needed by handling key project & events, shipping and receiving, processing invoices and purchase orders, submitting contract requests and adding new vendors  

• Maintain the working area to enable optimum use 

• Process finished goods, catering, office supplies, and other miscellaneous orders as needed  

Qualifications:  

• 5+ years of proven experience supporting a Senior Level Executive  

• Process-oriented, with attention to detail and ability to prioritize  

• Ability to work in a fast-paced environment and independently on difficult project with minimal direction  

• Ability to maintain a high degree of confidentiality/discretion  

• Strong interpersonal skills, with a friendly, outgoing, and flexible manner  

• Communicates effectively both verbally and in writing with management, colleagues, and individuals inside and outside the Company  

• Ability to build compelling presentations with design sensibility and impact (e.g. convert hand-drawn data on a notepad into a visually appealing PowerPoint slide)  

• Works collaboratively and proficiently with senior executives, other assistants, and internal and external partners; capable of bringing people together!  

• Ability to efficiently run complex schedules across multiple time zones and to coordinate smoothly in various cultural settings  

• Technology Savvy: comfortable using technology to drive and facilitate real-time collaboration, team meetings, team-building events and other fun and engaging social activities  

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