Executive Assistant Full-time Job

About This Opportunity

We are seeking an Executive Assistant to support our Vice President, Supply Chain and Vice President, Strategic Infrastructure & Capacity Planning in managing the administrative duties within a large matrixed operation. 

Responsibilities

•    High-volume scheduling & efficient calendar management: strategically organize meetings, events, and tasks to optimize the VP’s time and keep productivity on track. Proactively book senior leader meeting cadences using sound judgement to manage through scheduling conflicts, and log & manage scheduling requests 
•    Meeting management: coordination with attendee calendars/EAs, support the creation and circulation of pre-read materials and agendas, logistics and preparation of the meeting events (both on and off-site), minutes/meeting recordings, post-meeting overviews and takeaways and support prioritization & time management of tasks, goals, objectives and projects
•    Expense report preparation and auditing  
•    Correspondence management – tailor correspondence style to the audience and aligned to the VP’s objectives.  Efficient & effective prioritization & response to emails, liaise/follow up on behalf of the VP’s, organize inbox and task rules to support productivity
•    Create, maintain, edit, and format a variety of correspondence, PowerPoint presentations, organization charts, and Excel spreadsheets. Maintain various departmental databases and lists.
•    Event management: organize events, logistics and execution. Liaise cross-functionally with internal stakeholders and external vendors – venue, catering & AV support 
•    Travel arrangements: booking flights, transportation, meetings and lodging. Conference registration. Problem-solve any travel issues as they arise.
 

Qualifications

•    10+ years relevant experience supporting a Vice President level executive in a large organization
•    Proficiency in full MS Office suite  
•    Agility & flexibility to support changing priorities
•    Strong time management problem solving & organizational skills
•    Pro-active and detail-oriented 
•    Exceptional communication, interpersonal & relationship management skills at all levels, both internally and externally
•    Demonstrated ability to maintain a high level of confidentiality, exercising solid judgement