JOB SUMMARY:
Responsible to manage and provide complex executive administrative support to the management team. Interfaces with internal and external senior executives and customers with respect to highly sensitive issues and data on behalf of management. Will work with two additional administrative personnel in supporting the management team. Must be a team player, detail-oriented, able to multi-task and work well under tight deadlines. Ability to take charge and determine priorities is a must.
DUTIES & RESPONSIBILITIES:
- Administrative partner to the President for global sales and local subsidiary topics.
- Administrative support to the CFO and other senior executives as assigned.
- Manages complex senior executive calendars including scheduling meetings across time zones, travel, video conferences, customer meetings, trainings, offsite meetings and group events.
- Assists in email management, triaging content and preparing a daily briefing of executive’s top priorities.
- Serves as the first point of contact for executive and develops systems to prioritize executive’s time and activities.
- Drafts correspondence, assists with developing and updating PowerPoint presentations, Excel spreadsheets and other documents as needed. Re-drafts copy to improve message and supplies appropriate grammar, punctuation and rewording as necessary.
- Prepares meeting materials including assisting with the creation of presentations, handouts and other related materials.
- Initiates independent special projects and coordinates assigned projects across departments.
- Makes or manages travel arrangements (airline and hotel reservations) and processes expense reports.
- Establishes and maintains effective and cooperative professional business relationships with all levels of management, employees and outside clients. Act as a lead to facilitate and coordinate communications and administrative procedures across the team.
- Coordinates conference/meeting room set-up, ordering catering and making logistical arrangements.
- Coordinates with HR Communications specialist on bi-monthly Town Hall content and other employee communications.
- Provides backup assistance to other administrative support team members as needed.
- Answers information requests requiring general knowledge of department/company procedures and independently researches problems and recommends potential solutions.
- Ensures that all other clerical duties such as file maintenance, faxing and review of expense reports are completed.
- Manages United Airlines Amenities program.
- Administers Wells Fargo Corporate Card program.
- Creates purchase requisitions in SRM system for colleagues without access to system.
- As needed, answers telephone and provides information or routes call appropriately. Places outgoing calls as required for several managers, including the President and other senior executive staff.
- Other duties and projects as assigned.
QUALIFICATIONS & SKILLS:
- A Bachelor’s Degree (or equivalent) and/or 8+ years of administrative experience required, preferably in a global, public company.
- Must have experience supporting multiple executives in a fast-paced and demanding work environment.
- Previous experience and understanding of the innerworkings of a global sales organization is preferred.
- Demonstrated professionalism, discretion and experience in working with and protecting highly confidential information.
- Proficiency in full Microsoft Office Suite. Intermediate to advanced skill in Excel and PowerPoint for the purpose of preparing standard and non-standard reports and presentations.
- Demonstrated ability to multi-task, respond to needs quickly and efficiently, and prioritize work with a strong attention to detail.
- Must be a self-starter and able to work with little or no supervision.
- Can-do attitude; proactive and solution oriented, looking for ways to add value and assist the team.
- Ability to effectively communicate and collaborate with a diverse range of people and job functions.
- Exercise excellent judgment in setting priorities and interacting with internal and external contacts.
- Demonstrated ability to learn and anticipate the needs of the executive and team.
- Ability to work well under pressure and respond to tight deadlines.
- Excellent verbal and written communication skills.
- Strong focus on customer service, team player mentality and ability to work collaboratively with others.
- Excellent knowledge of administrative procedures and ability to operate office equipment.
- Exercises a high degree of freedom to devise new procedures and prioritize work assignments.
- Fluency in German is beneficial, but is not mandatory.
