Executive Assistant

Job Description

Job Description:

This position will be supporting 2 HR SVPs

Experience in Microsoft Office (Outlook, Word, teams, Excel, and c), Adobe Acrobat, and social media web platforms.

Key Responsibilities

Calendar - Executive time management

Travel / Domestic and International – including Visa applications

Expense Management

Admin Tasks – printing, acting as a delegate for Workday, Oracle, & other systems where needed, maintaining DLs & Org charts

Correspondence and Communication – on behalf of the leader

Decision-making - invoices, purchase orders

Makes high-level contacts of a sensitive nature inside and outside the company.

Client meetings/Exec Event & Conference Management

Onboarding new joiners

Technical Skills

Organization and multi-tasking

Time-management

Data entry (writing, editing, and proofreading)

Attention to detail

Problem-solving

Composure

Persuasion

Decision making

Discretion

Event coordination

Leadership Capabilities

Communicating with Impact

Developing a strategic vision

Cultivating innovation

Leading inclusively in an uncertain and complex world

Accelerating results amidst ambiguity

Developing talent and team

Role modelling and championing **** values

Job Summary:

Perform secretarial and administrative duties. Manage schedule, arranging appointments, travel, meetings, conference calls, etc. Work requires some analysis and the use of initiative and independent judgment. Remain knowledgeable of the business unit's policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, units, officers, or managers.

General Duties & Responsibilities:

• Coordinate managers' schedules, making appointments, and establishing agendas.

• Arrange and coordinate business travel for managers, directors, or other division heads.

• Screen managers' phone calls and incoming mail.

• Perform word processing duties.

• Coordinate department meetings; arrange use of conference rooms.

• Serve as a contact to employees, investors, or other stakeholders inside and outside the organization.

• Documents and follows organization and department procedures to complete tasks in a timely manner.

• Uses features and functions of computer software packages to produce electronic mail, reports, spreadsheets, charts, graphics, spreadsheets, databases, etc.

• Process forms for on-boarding/off-boarding of resources, executing personnel/benefit actions and communicating information relating to policies, procedures, and benefit programs.

• Monitors office supply inventory and reorders as necessary.

• Performs other related duties as assigned.

Educational Requirements:

A high school diploma or GED is required for this role.

General Knowledge, Skills & Abilities:

• Excellent knowledge of administrative practices and procedures. Ability to manage sensitive, complex, confidential information.

• Excellent communication and interpersonal skills. Professional appearance and presentation

• Thorough knowledge of the use of office equipment required by the position (e.g., PC, typewriter, word processor, copier, fax) and any software associated with that equipment (e.g. Microsoft Outlook, Word, Excel, PowerPoint, etc.)

• Skill to maintain confidentiality of verbal and written information

• Ability to format and produce reports, charts, graphs, and other correspondence using various PC software packages

• Ability to compile and report business information

• Ability to sequence and monitor multiple activities for self and others

• Attention to detail in making appointments, travel arrangements, and maintaining forms, records, etc.

• Ability to problem solve

• Ability to communicate effectively verbally and in writing

• Ability to establish and maintain effective working relationships with employees, clients, and public

Additional Skills:

Intermediate professional role. Moderate skills with a high level of proficiency. Perform secretarial and administrative duties. Manage schedule, arranging appointments, travel, meetings, conference calls, etc. Work requires some analysis and the use of initiative and independent judgment. Remain knowledgeable of the business unit's policies. May make contacts of a sensitive, complex, and confidential nature. Reports to a Director. May provide support to one or several department professionals, supervisors, managers, and/or directors. Work under general supervision with latitude for independent judgment. May consult with senior peers on certain projects. Typically requires a minimum of 2 years or more experience in a secretarial or administrative assistant position.