The Executive Assistant provides senior level administrative support to the Chief Operating Officer who leads a global organization of over 1700 global associates. In this capacity, the EA will manage a variety of accountabilities to optimize the efficiency and effectiveness of the COO. Duties include scheduling and protecting the COO’s calendar including meeting prioritization, personal appointments, travel itineraries, meeting arrangements and support as required, up to and including presentation materials. In addition, the EA will be accountable for the creation of purchase requisitions, invoice and expense payments, cost center management as required to support initiatives for the COO. The EA plays an integral role to ensure an effective and smooth-running organization, partnering closely with the COO’s leadership team and the EA peer group. To be successful, the EA must manage confidential information with the utmost discretion and exercise sound judgment and demonstrate a high degree of professionalism when engaging key stakeholders within and outside the organization including other executives, clients and board members.
 

• Provides administrative support to at least one executive officer and additional senior leaders.
  Accountable for managing purchase orders and invoices for certain vendors and contractors
• Leads onboarding of new hires to the business unit
• Provides back up support to colleague in business unit for vacation and absences, and partners on business unit events to support associate communication and engagement
• Collects and prepares information for use in discussions and meetings of senior staff and outside individuals
• Prepares presentation materials for client meetings (internal and external clients)
• Works proactively and self-directed to ensure all required work is successfully delivered.
• Handles requests/ questions from all levels of management
• May have interaction with executives, client executives, vendors and visitors
• Assumes ownership for administrative related activities that would relieve leaders/teams that they support
• Handles details of a highly confidential and critical nature
• Demonstrates professionalism, understanding that behavior reflects the brand of the office supported
  Coordinates complex requests to ensure resolution
  Manage calendars, travel arrangements and expense reports for assigned leaders
• Takes on special projects to support the broader leadership team, associates and the peer group of executive assistants as needed
   

SUPERVISORY RESPONSIBILITIES
N/A
 

Required

• Associates Degree, or minimum of 2 years completed of 4 year degree
• Very proficient with Microsoft tools: Word, PowerPoint, Excel, Teams
• Strong knowledge and understanding of job specific processes, programs, systems, and tools
• Independently manage required functional processes and lead process as appropriate
• Understand all business requirements & translate into solutions
• Strong communicator at all levels, both spoken and written, within and outside the company
• Excellent client services skills
• Strong teamwork capabilities; working closely with leadership and fellow executive assistants in the company
• Function as mentor to other team members

Preferred

• Typically requires a minimum of 12 years of related experience with a Bachelor's degree or equivalent work experience
• Experience leading organizational level projects of an administrative nature
• Extensive/in-depth knowledge of company operations, policies, and procedures
• Requires a professional certification or equivalent experience in working with senior level executives within and outside the company, as well as experience with clients, vendors and visitors