Executive Administrative Assistant

This position is responsible for supporting the Executive Leadership team with administrative duties, special projects, spreadsheets, and other duties as assigned. Administrative functions include, but are not limited to proactively maintaining executive calendar, global travel schedules, coordinating meetings, answering phones, opening mail, expense reports, processing invoices, data entry, conference calls, time and attendance (Kronos), copies, typing and distribution of memos, and other reports and presentations as needed. Coordinates and performs administrative functions such as typing, processing and correspondence and maintaining executive files as appropriate.

Duties include but are not limited to:

• Provide balanced support services to a diverse executive management team under tight deadlines.
• Manage the purchasing and stock of department supplies.
• Coordinate with facility management on the appearance and working order of the department itself, including cleaning, repairs, office/cubicle changes and telephone.
• Partner with management on the coordination of new hires, including desk assignment, phone, badge/security access, systems access, etc.
• Arrange all department meetings as requested, including but not limited to weekly department staff meetings, department-wide meetings, and other events.
• Proactive calendar management for day-to-day meetings, travel, etc. Partner with other executive administrators in the company to accommodate guests needs.
• Manage transportation, travel, meals, activities, and presentations as required. Knowledgeable of international travel guidelines, work visas, etc.
• Update department/division shared information sites (sharepoint, & TEAMS)
• Management and payment of invoices through internal AP systems
• Planning & coordination of local site special events (company picnic, veterans day event, townhalls, holiday lunches, etc)
• Manage and submit expense reports within policy deadlines.
• Manage personalized communications for celebrations, service anniversary recognition, etc

Desired Skills

Key success factors for this position include: proactive, detail oriented, detailed planning, organization and follow-through, high level of confidentiality, accuracy, flexibility, tolerance for stress and working under pressure and in ambiguous situations, above-average written and verbal communication skills, and demonstrated ability to work independently and with minimal direction. Must have the ability to work extended hours as necessary to accommodate global business needs.

FORMAL EDUCATION:

Required:

• High School Diploma or GED

Preferred:

• College Degree

KNOWLEDGE & EXPERIENCE:

Required:

• 2 years of experience working in an administrative capacity or performing administrative functions is required

Preferred:

• 5 years of experience working in an administrative capacity or performing administrative functions is required