Executive Assistant - Global Operations Management

Description

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to / for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

LOB Overview :

Global Operations Management (GOM) provides end to end enablement through operational support and strategy, process excellence, controls, resiliency, and transformation. We also support legal order operations, client onboarding and activation transformation, procedure and multimedia readiness, resiliency and response management and third party governance. Our objective is to support our internal clients, who deliver for our external clients and shareholders.

Responsibilities :

Communicates with executives and line management to gather and convey relevant information

Answers manager's phone line, documenting accurate messages and handling calls with appropriate judgment

Manages the calendar of multiple stakeholders proactively, effectively resolving conflicts that arise in a professional manner

Manages all travel planning and expenses, coordinating schedules for executive to maximize time and create efficiencies

Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills

Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member

Engages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and judgment

Required Qualifications :

5+ years administrative / business support experience

Polished and professional communications including in person, on the phone and email correspondence

Significant time management, organization, multi-tasking and prioritization skills; ability to work effective with pressing deadlines

Advanced skills in Outlook and other MS Office programs (Excel, Word, PowerPoint)

Strong attention to detail and accuracy

Experience planning travel and processing expenses

Exemplary demonstrated work ethic

Ability to learn quickly and take on new responsibilities

Ability to solve problems quickly and efficiently

Strong knowledge of general business and corporate cultures

Ability to handle highly sensitive, confidential and non-routine information

Proficiency in calendar management for multiple leaders

Comfortable working with people at all organizational levels

Desired Qualifications :

Executive-level support

Event coordination and planning

Ability to work well under pressure, adapt to unexpected events, and manage competing priorities

Must have excellent judgment; independent thinker and resourceful

Proficiency in Concur & Ariba systems

Proficiency in internal technology ordering systems

Skills :

Administrative Services

Attention to Detail

Customer and Client Focus

Planning

Prioritization

Adaptability

Collaboration

Event Planning

Problem Solving

Research

Facilities Management

Office Administration

Oral Communications

Recording / Organizing Information

Written Communications

Shift :

1st shift (United States of America)

Hours Per Week :