Administrative Assistant

Benefits

• 401(k)
• 401(k) matching
• Competitive salary
• Dental insurance
• Health insurance
• Paid time off
• Competitive Compensation
• Career Growth Opportunities
• Vision
• Medical
• Retirement benefit

"Due to internal Promotion!" Our Global client with offices around the world has an immediate need for an Executive Assistant who will be responsible for the organizational support of a business unit or function leader and their direct reports, between 10 and 12 IT professionals. The main objective is to provide comprehensive and proactive administrative support for general business operations. This individual will be expected to manage the calendars for busy executives and be a strong team member with Executive Assistant colleagues throughout the office and company.

• Management of multiple complex calendars and scheduling requirements
• Pro-actively read executive’s emails and manage action items directly and alert executives to high priority emails
• Manage calendars to maximize efficiency, balancing meetings and allocating time for work
• Manage international and domestic travel for executive(s) by working with travel agency to communicate travel preferences when booking air, hotel and car reservations, logistics/venue
• Coordinate and plan internal and external meeting logistics using audio and web software
• Arrange departmental meetings and social events
• Reserve conference rooms & customer visit rooms
• Act as liaison between staff/executives/customers
• Screen and respond to incoming calls
• Greet & escort customers and guests
• Support management with budget-related work
• Ensure new hires in the department are set up (space, IT requirements, welcome lunch, etc.)
• Organize significant on-site and off-site events including preparing any relevant materials; assist with office and corporate events as needed
• Think through all aspects of logistics and anticipate issues that can occur in a project or event and have plans to mitigate
• Understand executive’s business objectives and consider context (ex. Quarter end, who is urgent to meet with, etc.) when scheduling meetings and events for executive and team while balancing urgent versus important
• Manage space planning for the floor or section of space their team occupies
• Prepare executives for meetings, ensuring that conferencing tools are operational and materials are ready and provided in advance
• Ensure executives transition smoothly from one meeting to the next on time
• Build relationships with often high-profile external parties to achieve goals of role (ex. Customer advisory board, industry leaders, training vendors, analysts, etc.)
• Represent the executives and department in a positive light within the company and externally
• Understand interpersonal dynamics of team members and discretely raise insights to executive as appropriate

• Maintain vacation schedules of the team
• Make copies and order supplies
• Interface with IT / Facilities as needed
• Create and update organization charts
• Assist with PowerPoint presentations
• Track and help drive completion of key deliverables and follow up on outstanding items
• Prepare expense reports and purchase orders; ensure they are completed accurately, within budget limits, and approved in the system
• Draft email communications on behalf of executives
• Perform general office duties as needed
• Maintain a high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company
• Suggest ideas and new processes to executives to manage their time better and help drive better alignment and communication within the team
• Serve as trusted advisor to executives and provide insights, perspective, and solutions to executives on various topics
• Complete special projects as assigned
• Track, collect, and prepare materials in advance of Board of Directors or sub-committee meetings
• Understand this job is onsite and know you are supporting a large team
• Be sharp! Proactive, excellent English and Grammar, communicator! Highly organized! Excellent Calendar Management! Can change on a dime—someone who can make last-minute changes calmly and keep the team together

• Salary can be higher than posted and will be based on experience
• Bonus of 10% of annual salary and RSU, complete benefits package