Description

Responsible for a wide variety of advanced secretarial and administrative activities to directly support the Americas zone Chief Executive Officer (CEO) and other Americas zone Executives. Prepare reports, presentations, agendas, and correspondence, in addition to managing the appointment calendars, travel bookings and confirmation as well as expenses reports. Maintain sensitive and confidential files, records, and information. 

• Complete and follow-up on tasks as delegated by the Americas CEO & other Executives.
• Maintain and proactively coordinate calendar and travel & meeting schedules of CEO and Executives.
• Responsible for coordinating all Board Books (monthly basis), Budget Books (semi-annually) and 3 Year Plan (annually). 
• Initiate and/or lead special projects (short and long term) and Event Planning. Organize 1 or 2 seminars for the zone.
• Maintain notes and files to assist in the preparation of reports, presentations and Executive Leadership Team meetings of the Zone or Country (USA/Canada/Latin America).
• Transcribe meeting conclusions and other notes into electronic form. 
• Create, update and prepare for distribution correspondence, memorandums, reports, agendas, time-off schedules, etc.
• Tactfully screen telephone calls, incoming mail and external meeting requests. 
• Independently manage hotels and travel bookings & expenses reports for the CEO and the team.
• Travel and / or extended or off work hours may be required.
• This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned.

Requirements

Education & Experience

• Bachelor’s degree preferred.
• Must have at least 5 years of professional working experience, ideally in a role that directly supported an Executive in an international environment.

Specialized Knowledge

• Proficiency in Microsoft Word, PowerPoint and Outlook are necessary, with basic functionality within Microsoft Excel. 

Skills / Abilities

• Multilingual ability preferred – Bilingual FR/EN is necessary. Spanish is a .
• Maintain composure and confidentiality.