Executive Assistant

Position Summary...

About Strategy & Operations | AI, Product & Design

Strategy & Operations exists to build and continuously improve the enterprise execution system-the planning, operating mechanisms, governance, leadership support, and execution discipline that enable the organization to execute as one. Connecting Business, Product, Design, and Technology to accelerate customer and business outcomes through exceptional enterprise execution. This Executive Assistant role directly supports the leadership of this organization, enabling senior leaders and the Chief of Staff function to operate at their best.

What you'll do...

The Executive Assistant provides high-level administrative and operational support to the leadership of the Strategy & Operations organization for AI, Product & Design (AIPD) s role is central to the enterprise execution system-coordinating leadership operating forums, managing complex calendars, drafting strategic communications and executive materials, supporting financial and business data, and enabling the leadership team to focus on the highest-value decisions.

The ideal candidate brings exceptional organizational discipline, sound judgment, and a proactive mindset to help the team deliver the right work, in the right order, the right way. Event Coordination and Scheduling

* Plan and Schedule Projects:
Coordinates company and business-related events with minimal direction by researching and identifying options, resources, and cost efficiencies within established time frames.

* Establish Timelines and Agendas:
Sets dates, timelines, and agendas, identifying and coordinating specific technology needs.

* Pre-travel Preparation:
Organizes and schedules pre-travel preparations and business needs.

* Liaison Role:
Acts as a coordinator or liaison for visiting associates and guests.

Administrative Management

* Calendar Management:
Handles calendar management for leadership and team with minimal supervision. Coordinates appointments, understands calendar needs, and anticipates time requirements for pre-meeting work.

* Meeting Room Coordination:
Monitors and maintains calendars and the use of meeting rooms or facilities, prioritizing requests and identifying key attendees.

Communication

* Construct Communications:
Utilizes business and process knowledge to draft electronic, verbal, and written communications for leadership.

* Follow-up and Resolution:
Follows up with requests to ensure resolution, communicates with senior leadership to gather information and resolve issues, drafts and sends communications on behalf of supervisors.

* Content Review:
Reviews and edits documentation and prioritizes incoming messages.

Compliance and Ethics

* Policy Adherence:
Models compliance with company policies and procedures, supports company mission values, and standards of ethics and integrity.

* Respect and Integrity:
Demonstrates respect for individuals, drives a positive associate and customer/member experience, and builds strong and trusting relationships.

Striving for Excellence

* Continuous Improvement:
Consistently raises the bar, seeks feedback, supports innovation and intelligent risk-taking, and exhibits resilience in the face of setbacks.

* Digital Tools:
Embraces new digital tools and ways of working to support continuous improvements.

Essential Software & Tools:

* Microsoft Office Suite:

Knowledge of Word, Excel, PowerPoint, and Outlook is crucial for creating presentations, managing documents, and organizing information.

* Calendar Management:

Mastering software for managing complex calendars, scheduling meetings, and sending invitations is crucial for executive efficiency.

* Tavel & Expense Tools (Spotnana, Concur)

* Familiarity with platforms used for managing budgets, tracking expenses, and coordinating travel arrangements is a must.

Soft Skills:

* Organizational

Skills:

Be highly organized, able to prioritize tasks, and manage multiple projects simultaneously.

* Time Management:

Be able to manage time effectively, meet deadlines, and stay on top of tasks.

* Problem-Solving:

Be able to identify and resolve problems proactively and think critically to find solutions.

* Adaptability:

Be able to adapt to…