JOB DESCRIPTION SUMMARY:
The Executive Assistant provides comprehensive administrative support to executive leadership, ensuring the effective management of schedules, communications, travel, meetings, and day-to-day business activities. This role serves as a key coordination point for executive priorities, managing confidential information, facilitating administrative processes, and supporting the efficient operation of the business.
People Leadership: This is an individual contributor role with no direct or indirect reports. The position is responsible for leading through expertise, collaboration, and influence rather than formal people management.
RESPONSIBILITIES:
Executive Support & Coordination
- Provide comprehensive administrative support to executive leadership, including complex calendar management, meeting coordination, and prioritization across multiple departments and time zones.
- Maintain key business contacts, organizational charts, and departmental records to support efficient business operations.
- Exercise sound judgment and operate with a high degree of independence in managing day-to-day administrative and operational activities.
Travel & Meeting Management
- Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, visas, and passport requirements.
- Manage administrative logistics for departmental meetings, leadership sessions, business reviews, and other recurring business events.
- Support cross-functional planning and coordination for meetings, conferences, and business activities across global teams and Business Market Units (BMUs).
Team & Department Operations
- Partner with administrative teams to support and coordinate department activities, meetings, conferences, workspace management, and office operations.
- Facilitate onboarding activities for new team members, including technology requests, access coordination, and integration into team communications and meetings.
- Maintain departmental processes, documentation, and operational support activities to ensure efficient team functioning.
Communication & Presentation Support
- Assist in the preparation, editing, and distribution of internal and external presentations, reports, and business documents.
- Support leadership communications and ensure materials are organized, accurate, and prepared in advance of key business meetings and events.
Working Relationships
- Internal: Working closely with EAs, Leadership, and Global P&C teams.
- External: Vendors such as off-site meeting venues, caterers, etc.
REQUIRED QUALIFICATIONS:
Experience
- 5+ years of executive assistant administration experience ideal.
Key Skills and Competencies
- Demonstrates exceptional discretion, sound judgment, and professionalism when handling highly confidential and sensitive information.
- Excellent written and verbal communication skills, with the ability to effectively interact with stakeholders at all levels, including executives, leadership teams, and external partners.
- Strong organizational and planning skills, with the ability to manage multiple priorities, adapt to changing demands, and consistently deliver high-quality work under tight deadlines.
- Ability to assess competing requests, establish priorities, and make informed decisions in a fast-paced environment.
- Resourceful and creative problem solver who identifies practical and innovative solutions to new or complex challenges.
- Ability to navigate ambiguity, exercise independent judgment, and execute with minimal direction.
- Growth mindset with a commitment to continuous learning, adaptability, and professional development.
- Advanced proficiency in Microsoft Office applications, including PowerPoint, Excel, Outlook, Word, Teams, and Zoom.
- Maintains a polished, professional presence and effectively represents the executive office with internal and external stakeholders.
PREFERRED QUALIFICATIONS:
- College degree preferred but not required.
The posted salary range is the expected salary range for this position. Ultimately, in determining pay, we'll consider the successful candidate’s location, experience, and other job-related factors.
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