Executive Assistant

Position Purpose

The primary purpose of the Executive Assistant role is to provide high-level administrative and organizational support to the executive to enable her/him to work more efficiently and effectively. The Executive Assistant acts as a key interface between the executive and internal/external stakeholders, ensuring smooth and seamless operations. The overall goal is to maximize the productivity and effectiveness of the executive by anticipating needs, resolving issues, and proactively supporting the executive's priorities and initiatives.

Scope

Immediate line manager based in Western US with complex scheduling needs. Ability to support manager and team across multiple time zones required.

Major/Key Accountabilities

• Provide professional administrative and organizational support to the team, with the ability to judge priorities and proactively work with many conflicting demands.
• Triaging all queries into the Leadership Team prioritizing and leading follow across senior stakeholder groups.
• Working in a pressurized environment with conflicting priorities and without supervision
• Excellent customer service and interpersonal skills for effective communication with a wide range of contacts
• Ability to multi-task. prioritize and balance conflicting demands, using own initiative to resolve problems and managing own workload within agreed deadlines
• Proactive organization and coordination of business trips, including booking and arranging travel, visas, transport and accommodations.
• Processing purchase orders, invoices and expense claims using company specific systems.
• Collate and produce high standard documents for a variety of forums including team and management meetings, other meetings, reports and publications.
• Participation in current department projects, activities and other tasks as delegated by

Measures

• Speed and accuracy of response
• Travel plans booked on time, accurate and clear
• Knowledge of the organization and how to navigate it built within the first 1-3 months of joining

Authority/ Decision Making

• Working autonomously or having limited access to immediate manager
• Working in a matrix environment

Key contacts

Internal:

• Global Automation Team
• Procurement
• Finance
• Operations
• IT
• Internal Communications

External:

• Third-party providers and events

Qualifications

Essential Qualifications

• Strong Microsoft Office 360 knowledge
• Spend budgeting and tracking
• Relevant PA/Administrative Qualification

Desirable Qualifications

• Knowledge of purchase order and travel booking system ie. Coupa, Concur, et.

Experience

• Relevant experience of providing EA support to senior leadership gained in a complex fast paced environment – ideally within a digital environment.
• Maturity when dealing with sensitive issues and navigating across organizations
• Demonstrable experience of managing and coordinating across demanding, senior stakeholders
• Exceptional presentation skills (developing content rather than presenting)
• Ability to manage conflicting demands / multi-tasking
• Min. 3 years of working experience in similar role

Skills and Knowledge

• First class organizational skills with excellent attention to detail and a high degree of accuracy
• Intermediate/advanced computer literacy with excellent practical knowledge and skills in using a range of Microsoft software applications, including Office 360, TEAMS, PowerApps, etc.
• Good numerical and analytical skills
• Target-oriented and self-dependent working style
• Ability to think on your feet
• Listening skills
• Self-starter
• Driving for results in multi-site & multi-lingual teams
• Ability to work across the globe in 5+ regions and time zones (scheduling, meeting, etc.)

Languages

Essential

English fluent

Desirable

Other languages (Spanish, German, French) an advantage

Base pay starting at $72,000/annual

Salary ranges provided take into account a wide variety of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications, geographic differentials and other business and organizational needs. Therefore, actual amounts offered may be higher or lower than the range provided. If you have questions, please speak to your Talent Acquisition Partner about the flexibility and detail of our compensation philosophy.

Dependent on the position offered, other forms of compensation may be part of a total offering beyond medical & retirement benefits and may include other monetary incentives or business benefits.