Executive Assistant

Position Description:

Job Title: Executive Assistant

Location: White Plains, NY 10605 (Hybrid)

Duration: 8 month (Extension depends on Performance and Business needs)

About the Job:

• We are looking for an Executive Assistant to support the: Americas Chief Information Tech & Data Officer and their Leadership Teams. Our perfect candidate is proactive, extremely organized, thrives in a fast-paced global environment, independently problem solves while under pressure, anticipates the needs of company leaders, and has a “get it done” attitude.
• The EA will manage a wide range of advanced administrative and executive support-related tasks, will be able to work independently within guidelines, and will make independent decisions regarding planning, organizing, and scheduling work.
• The ability to interact with senior leaders (at all levels) both locally and abroad in a fast-paced environment, while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.
• Excellent written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.

Responsibilities:

• Provide Executive Assistance to: Americas Chief Information Tech & Data Officer, and their Americas and Global leadership teams, including extensive internal and external calendaring, business travel, large-scale meetings, both on and off site, expenses, and special ad hoc projects.
• Manage demanding calendaring requests with limited oversight, including calendars of senior executives
• Coordinate complex, regular global travel and expense reporting using Concur, including the submission of expense reports after each trip or special event.
• Maintain high standards of confidentiality and information security when given access to sensitive information.
• Serve as the brand extension for leaders you support, escalating and communicating on their behalf and serving as a team liaison
• Specific IT & Data Administrative duties are expected to be completed with minimal supervision, including, but not limited to, department mail, vendor setup and purchase order management, management of office supplies and space, and management of team files in OneDrive or Teams. Additional projects will be assigned as needed.
• Contribute to the excellent reputation of the company and the IT & Data team through professional, friendly and respectful interactions with all internal and external stakeholders.

About You:

• You will have an associate degree and minimum 7 years’ relevant experience
• You will have the ability to manage a high volume of work, competing priorities, multi-task, and be resourceful in finding answers with little information
• Excellent emotional intelligence and communication skills with the ability to interact & collaborate effectively with others
• Ability to make the occasional decision with little to no guidance based on what is best for the executive and her team(s)
• Big-picture thinking to anticipate and detect problems and opportunities related to the people and teams being supported
• Speed and decisiveness to make the right moves in high-pressure situations
• Experience in supporting multiple senior leaders simultaneously and global executives is critical
• Experience coordinating and managing weekly travel (both domestic and international) is critical
• Excellent communicator, both written and verbal, and confidence to share communications on behalf of the IT & Data leadership
• Experience using Microsoft Teams is a plus. The ability to adapt to new collaboration and digital technology is a must.
• You will have strong skills using Microsoft Word, Excel, Powerpoint and Outlook
• You will have knowledge of SAP, Concur and OneBuy