In this role, you will assume a wide range of responsibilities, all of which will require organizational skills, integrity, innovation and teamwork. We are looking for an extremely organized individual with high energy, and a proactive attitude. This position performs professional work of considerable difficulty assisting in a range of administrative functions related to brand management and strategies. This includes master calendar management, meeting arrangements, team events, office management, presentation organization, preparing reports and financial data, meeting minutes. You will be exercising your creativity, collaboration, leadership, and strategy skills. Key attributes include a strong willingness to help and support, and ability to cope in a fast-paced, ever changing environment.
Responsibilities:
- Managing and booking multiple global travel schedules
- Manage complex and dynamic schedules quickly and expertly
- Schedule, prepare and coordinate complicated internal/external meeting
- Coordinate special projects and schedule, prepare and set up for complicated meetings with internal and external individuals
- Provide active management of the Executive’s time throughout the working day to ensure meetings remain punctual
- Conduct daily/weekly reviews of upcoming schedule to ensure best use of time
- Coordinate weekly activity reports from team members and prepare weekly Execo summaries
- Establish processes to make executive interaction efficient and effective
- Handle confidential and non-routine information and facilitate communication between appropriate departments
- Process new hires, change of status, contractor & staff timecards and IT and facilities work requests
- Perform general administrative functions such as formatting and typing correspondence and documents, proofing and editing corporate documents and photocopying and collating documents
- Support departmental procurement management, invoice creation and coordination with Finance
- Proactive management of the Executives contact with key clients and maintain client contact database, tracking frequency of communication and interaction
- Create, edit and proofread business communications and documents on behalf of the Executive utilizing MS Word, Excel and PowerPoint
- Plan special events for the Executive’s organization such as quarterly leadership meetings, group off-sites and team events
- Monitor executive’s inbox and draft correspondence to clients and colleagues
- Prepare and submit expense reports, review expense submissions from direct reports to ensure compliance with expense rules
- Provide support for all internal systems for approvals and HR processes
- Assist in special projects and research on an as-needed basis
Qualifications:
- BA/BS degree
- 8-10 years’ experience supporting a C level Executive
- A positive can-do attitude and willingness to help and support
- Ability to be flexible to thrive in a very fast-paced and ever-changing environment
- Exceptional ability to multi-task, prioritize and work under critical deadlines and manage workload with little direction
- Follow written and verbal instructions and communicate effectively verbally and in writing.
- Master problem-solver with the ability to act confidently to make sound decisions independently
- Good sense of humor with a friendly communication style and a strong customer service mindset
- Highly trustworthy when handling sensitive and confidential information
- Ability to interact with all levels of internal and external contacts with diplomacy and professionalism.
- Ability to work well with Executive Assistants across the company to coordinate resources
- Great follow through and attention to detail
- Resourcefulness and ability to anticipate issues and work through them, proactive nature
- Strong sense of urgency and efficiency in completing work
- Ability to take self-initiative and be proactive
- Ability to think ahead and anticipate events, prioritizing work accordingly
- Ability to work effectively with both co-located and remote teams and managers
- Proficiency with MS Word, Excel, PowerPoint, Outlook and Internet Explorer
- Excellent common sense and ability to make solid judgment calls independently
- Collaborative worker who can adapt to change
- Skilled at working effectively with cross functional teams in a matrix organization