Job Description

We are seeking a rockstar Executive Assistant to provide comprehensive support to our corporate executives to include scheduling and planning meetings or events, coordinating travel, preparing and maintaining expense reports, preparing business letter correspondence, and effectively managing all essential tasks while utilizing excellent organizational and communication skills. As an Executive Assistant, you must be able to work a flexible schedule to accommodate special request and travel logistics within international time-zones.

Responsibilities:

• Recommend, coordinate and schedule national and international travel accommodations for members of the executive team to meet their business and personal needs via our corporate travel agency or online scheduling system
• Prepare and maintain expense reports using the SAP system for employee reimbursements and company expenses, while keeping in constant communication with our global headquarter office to ensure proper processes are being executed
• Coordinate calendar availability for internal and external attendees to schedule meetings, conference calls, business meals and catering utilizing Outlook calendar or via phone, keeping in mind various differences in time zones
• Lead all aspects and logistics of the preparation and execution of executive meetings including full management and delivery of catering, agendas, clean-up and other duties as needed.
• Perform general clerical duties for the department to include but not limited to office organizational filing and file system maintenance, photocopying, faxing, scanning, mailing, binding presentations, and assisting with the filing of deadline-driven items as needed.
• Prepare, and execute business letter correspondence on behalf of executive team members' needs as generally dictated and maintain tracking database of incoming and outgoing business letters that require or have initiated correspondence.
• Communicating with vendors, requesting proposals, negotiating pricing, and assist in finalizing all details and arrangements for such events.
• Arrange, schedule and secure conference speaking opportunities for the executives, providing photo, bio, and other information while coordinating networking opportunities during conferences with other attendees using Outlook email or phone.
• Serve as back-up to the administration team as needed.
• Perform other duties and responsibilities as assigned.

Education & Experience:

• High school diploma or GED required, bachelor’s degree preferred
• 3 to 6+ years of experience with coordinating events, managing calendars, making travel arrangements, generating expense reports, and administrative duties

Qualities:

• Proactively and effectively manage tasks and strict deadlines with independence.
• Ability to interact with executives, upper-level managers, and external vendors.
• Must be able to multitask, problem solve and implement innovative processes within a fast-paced environment.
• Superior organizational and planning skills.
• Superior writing and verbal communication skills, particularly technical report writing skills.

Computer Skills

• Proficiency with Microsoft Excel, Outlook calendar, Word, PowerPoint and other PC based programs
• SAP

Equal Opportunity Statement

Must be able to work a flexible schedule to accommodate executive requests such as logistics on travel. The noise level in the work environment is usually quiet. Must be comfortable spending large periods of time speaking over the phone. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include the ability to adjust focus, as necessary to use a computer. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk and sit.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Tags

Similar Jobs