Executive Assistant

What You'll Do

You will provide comprehensive administrative support to the President, Americas for a corporate functional area, acting as a central liaison to facilitate communication and relationship-building between customers and the functional team. Responsibilities include managing executive calendars, organizing logistics for meetings and events, handling confidential correspondence, and coordinating travel arrangements, which may require travel by automobile and airplane for business purposes.

Essential Functions

• Manage executive calendars, schedule appointments, prioritize meetings, and resolve calendar conflicts.
• Screen incoming calls and correspondence and respond to requests independently when appropriate.
• Organize logistics for programs, events, meetings, or conferences including arranging facilities, issuing invitations, coordinating speakers, and controlling event budgets.
• Prepare agendas, notices, and correspondence for meetings and maintain customer master files to facilitate appointments.
• Arrange complex travel plans and itineraries, compile documents for travel-related meetings, and handle all required logistics, including maintaining travel calendars and facilitating lower travel and expense costs for the department.
• Perform confidential administrative functions such as composing and formatting correspondence and reports, creating memos and department forms, and updating applicable databases.
• Conduct administrative project work including researching, gathering, formatting, analyzing, and summarizing information as needed.
• Other essential duties may be applicable and assigned as necessary.

What Experience and Education You Need

• Minimum 5 years of experience supporting C-level executives within a professional office environment
• Equivalent training and experience may be considered in place of direct years of experience

What Could Set You Apart

• Ability to manage multiple tasks efficiently in a fast-paced and deadline-oriented environment
• Effective planning and organizational skills
• Effective verbal and written communication
• Ability to deliver high-quality customer service and build business relationships with executive-level decision-makers and internal resources
• Collaborative and team-oriented approach
• Proficiency in Microsoft Office including advanced PowerPoint and Excel skills
• Self-motivated with a high degree of initiative
• Professional demeanor with the ability to maintain confidentiality and demonstrate integrity

Physical Requirements

• Requires several hours per day of sitting, getting up and down from chairs, reaching, and/or bending.
• Requires manual dexterity with normal hand and finger movements for typical office work including the operation of computers, telephones, and similar equipment.
• Requires ability to comprehend and communicate with others verbally and/or in writing.
• May require travel by automobile and airplane for business.
• May require visits to warehouse operations in temperatures at or below freezing.
• May require the occasional lifting, carrying, positioning, and/or moving of objects weighing up to 20 pounds.