Executive Assistant II

Overview

Do you want to join a team that's changing the world? Do you have a strong background as an Executive Assistant? Then we re looking for you! Put your skills to meaningful use, gain unique experience, and work with world-class team members with diverse backgrounds and expertise who share the same vision. Join the PECNA team today!

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The Executive Assistant II manages their respective leaders  various administrative and support duties. They are expected to autonomously initiate and execute procedures for overseeing projects and information while occasionally seeking guidance or support for novel tasks or circumstances. Furthermore, they are tasked with serving as a valuable resource for the Executive Assistant I and supporting Director and Senior Director leaders.

• Organizing and orchestrating meetings with the Leadership Team
• Implementing and managing standard calendar coordination and scheduling.
• Calendar management to include resolving conflicts/double bookings.
• Assisting with scheduling interviews requiring members of the Leadership Team
• Coordinating offsite workshops, meetings, and events
• The setup of accounts/profiles, arrangement of travel bookings, processing, oversight, and subsequent follow-up on expenses.
• Maintaining positive working relationships with internal and external individuals, companies, and groups such as customers, hotels, restaurants, etc.
• Securing approvals and signatures for contracts, NDAs, and other documents
• Safeguarding confidential schedules, correspondence, conversations, and personal information
• Visitor coordination, including but not limited to hotels, transportation, meals (breakfast, lunch, and dinner), and set up tours (in coordination with Japan, production teams, workplace, and Leadership), and arrival/parking/entrance info.
• Schedule sheet and data management/analysis (data entry and record maintenance)
• Providing guidance on booking travel, managing expenses, and applying for company credit cards for employees
• Demonstrating forward-thinking and planning abilities
• Critical thinking skills
• Constant pursuit of process improvement and innovation
• Execution of other duties as assigned by Leadership.

• To ensure the health and safety in the workplace and for the protection of our employees, wearing PPE is a possibility and may include equipment such as a full Tyvek suit, safety shoes, gloves, safety glasses, face mask, bump cap, and a full hazmat suit that includes a respirator.

The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills and efforts or work conditions associated with the job. It is intended to be an accurate reflection of the general nature and level of the job.

• Required:
  
  A high school diploma, GED, or an equivalent qualification, or a combination of education and relevant experience.
  * Relevant experience includes a minimum of one year of experience in an administrative support role.
• Preferred:
  Associate of Arts or Associate of Science in Business Administration or similar field.

• Minimum of 3-5 years’ experience in a fast-paced, high-volume administrative support, executive assistant, coordinator, or similar role.
• Strictly adhere to the principles of confidentiality and discretion in all matters.
• Exceptional written and verbal communication skills are necessary, including experience in supporting or interfacing with staff.
• Recognizing the significance of first impressions and demonstrating professionalism are key attributes we are looking for.
• Proficient in utilizing computer programs and adept at rapidly acquiring new technological skills. Skilled in leveraging Word, Excel, and PowerPoint to craft compelling proposals, facilitate project planning, provide status updates, and deliver executive presentations.
• The capacity to excel in a challenging environment characterized by frequent interruptions is imperative for success…