Executive Administrative Assistant

We are seeking a Executive Administrative Assistant to join the company, a premier supplier, in Schenectady, NY USA  12345 While working in this clean, and climate-controlled facility you will have the opportunity to be directly involved in the evolution of the industry. Come work for a company that has been consistently recognized among the Best & Brightest Companies to Work For. Immediate interviews are available, apply today!

Responsibilities

Position is responsible for providing office support to Senior Executive and their team members. This role will also provide support to a few leaders within the business. The ideal candidate will exercise good judgment in a variety of situations, have strong written and verbal communication, administrative and organizational skills, financial acumen, and experience with MS Office and other business software tools.

Essential Responsibilities
• Proactively support the assigned leaders and team by independently executing all responsibilities while successfully balancing the needs of multiple Senior Leadership team members.
• Manage a range of general office services including ordering supplies and invoice processing.
• Communicate professionally with internal and external persons, at times acting as first point of contact to {functional leader} and/or staff making interactions positive experiences. Work proactively and collaboratively to solve for issues.
• Handle confidential data and matters discreetly and professionally.
• Manage and summarize financial and time accounting data that is gathered from various sources into a summarized format that can be used to track performance and present a status.
• Create professional presentation materials from material/information provided by others.
• Coordinate global travel arrangements; create travel itineraries; arrange for appropriate visas, transportation, lodging, and other needs while traveling; communicate with leader while traveling to ensure that they are fully informed of all issues arising; process and reconcile T&L expense accounts.
• Assists with calendar management. Able to coordinate daily activities, prioritize inquires and requests, as well as troubleshoot conflicts. Will work in conjunction with the various leaders to ensure smooth day-to-day engagements.
• Provides a bridge for smooth communication between the leader’s office and other globally based senior leaders and their EAs; Able to maintain credibility, trust, and support with senior management.
• Works closely and effectively with the leader to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Demonstrated ability to be discreet, flexible, work in a fast-paced environment, deal well with ambiguity.
• Schedule, plan and organize logistical details for in-house and off-site meetings (occasionally), training and events. To include Staff, All Hands, Kaizen Events, Volunteer, Engagement events, and other company events & meetings as necessary.

QUALIFICATIONS
• Bachelor’s degree or High School diploma and five years’ work experience as an executive office manager, or equivalent experience/ knowledge supporting senior leaders.
• Minimum three years in administrative/office support or complex project management or equivalent experience.

DESIRED CHARACTERISTICS
• Large matrixed organization experience
• Knowledge of general office management and current computer/office communications technologies; Proficient in Microsoft Software: PowerPoint, Notes, Word, Excel, and Outlook.
• Team player with strong interpersonal skills, capable of working within a globally diverse team across different time zones and businesses.
• Able to manage conference & meeting room technologies.
• Self-Starter, proactive, able to work independently, able to maintain confidentiality and handle matters discreetly.
• Effective time management and organizational skills; able to balance multiple priorities.
• Able and flexible to support off hours for urgent issues like trip cancellations, etc.
• Able to effectively interact and communicate with EAs of senior level management and corporate contacts.
• High attention to detail and excellent interpersonal, verbal, and written communications including strong grammatical skills.
• Able to quickly identify and prioritize goals and uses resources. Able to create solutions and meet deadlines, while considering both strategy and efficiency.
• Ability to creatively solve problems and drive best outcomes.
• Ability to successfully organize and execute details in a fast-paced, everchanging environment.
• Highly results driven with exceptional follow through.

The Company is an Equal Opportunity Employer and is committed to creating an equitable and inclusive environment for all.