This job was posted by : For more information, please see: The Senior Executive Administrative Assistant provides administrative support to the CIO and Executive Staff.
You must be able to handle multiple tasks at the same time while working in a fast-paced and complex environment across different time zones.
You will foresee the needs of the leaders, solve problems on your own, and manage multiple calendars and communications with efficiency.
You will coordinate high impact meetings and events, handle confidential and sensitive information appropriately, and use prioritization and discretion.
Requires thorough knowledge of company operations, policies and procedures.
We are looking for a Senior Executive Administrative Assistant who will: Interact with company executives, board members and other individuals both internally and externally on matters relating to the day-to-day operation of the business; these matters can, at times, be of a confidential nature.
Respond to questions by identifying and implementing workable solutions to problems with minimal guidance from executive.
Plan and coordinate special events (meetings, conventions, etc.)
for a variety of individuals including top-level executives and attendees.
Negotiate most of the basic services associated with meetings and events to get best service at lowest cost.
Demonstrate exceptional judgment and decision making in securing of services, to ensure high quality and appropriate coverage.
Organize and performs support duties keeping business and scheduled commitments timely.
These duties include but are not limited to: Noting commitments made by executive during meetings; establishing appointment priorities and rescheduling or redirecting meetings or invitations; heavy travel coordination.
Independently project manage assigned initiatives, end to end, with limited supervision.
Exercise self-direction, good judgment and diligence in identifying resources, mapping out and executing action plans, gathering and organizing data, and communicating with involved parties.
Keep executives informed as necessary.
Create, review, proofread and format correspondence of a complex nature which requires understanding of executive's views, general office policies and technical matters; prepares moderate to complex materials needed by executive for general meetings and appointments.
Prepare moderate to complex materials needed by executive for general meetings and appointments.
Create and maintain files, documents and other records, as requested, in support the organization.
Maintain optimal security in storage of confidential information, ensuring privacy.
Consistently strive to improve department/business unit methods in order to improve or simplify procedures or suggest cost reductions.
Provide cross-department support as needed.
This job requires domestic and/or international travel up to 5%.
Is this opportunity for you?
We are looking for candidates who: Hold a Bachelor's degree or equivalent combination of education/experience Minimum 7 years of progressively responsible experience in an executive administrative assistant role, supporting C level teams Proven success of coordinating cross-functional teams and resources to achieve program objectives within a global environment Demonstrated ability to build and maintain effective relationships with internal and external stakeholders, including C level teams Proven track record of independent judgment and decision-making when faced with matters of a confidential and/or non-routine nature Strong planning and organizing skills with an emphasis in project management and delivery Ability to anticipate needs based on extensive knowledge of the Company, department and/or business unit Requires a high level of integrity and ability to exercise discretion in handling confidential information/materials Excellent attention to detail Excellent written and verbal communication skills The ability to take initiative and work under minimal supervision Ability to work well under pressure and prioritize multiple assignments and activities Ability to deal professionally and diplomatically with individuals at all levels both internally and externally, including members of senior management Proven skills in the areas of decision-making and conflict resolution Ability to anticipate and be proactive rather than reactive Proficient in MS Office (Outlook, Teams, Word, Excel, PowerPoint) Ability to read, write, speak and understand the English language in a business environment.
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