Executive Officer Administrative Assistant at Applied… · Irving

Role Summary:

This position will execute projects and administrative responsibilities for Senior Executive Leadership Team members. The incumbent will perform specialized and general administrative duties and work in collaboration with fellow administrative support professionals. The incumbent is expected to consistently demonstrate a professional demeanor, respond effectively, even under pressure, and be service oriented, actively seeking ways to help peers and leaders.

Responsibilities:

• Respond to inquiries and provide information requiring thorough knowledge of all areas reporting to executive and their business.
• Provides and/or manages executive administrative support needs of the team, managing sensitive and confidential materials.
• Oversees the efficient flow of work through the executive’s office and making decisions on escalations to senior leaders as needed.
• Management of the executive’s schedule and workflow and proactively anticipating the needs of the business and the leader in managing priorities. Identify inefficiencies and recommend improvements as needed
• Coordinates efficient and cost-effective travel arrangements (domestic and international), including flights, ground transportation, hotel accommodations, Visa requirements, and security procedures
• Responsible for routing or answering escalated and highly sensitive correspondence, preparing executive level communication including social media, viva engage, etc.
• Produces a wide variety of routine and complex documents, reports, presentations, and other correspondence using advanced skills in Microsoft Office Suite and other advanced data tools and software
• Coordinates team activities to ensure project milestones are achieved, providing feedback to business leaders, suppliers, vendors and other stakeholders as appropriate and guidance on projects managed by business leaders.
• Provides backup support for other executive administrative staff.
• Creates agendas and prepares meeting materials. Organizes recurring staff meetings (on and off site), prepares agendas, arranges meeting facilities, and coordinates logistics.

Requirements:

• Bachelor’s degree and 5+ years of relevant experience
• Must be proficient/expert in MS Word, Excel, PowerPoint and Outlook.
• Experience using advanced tools and software, including productivity, collaboration, and workflow automation tools
• Ability to pull reports from various systems, consolidate and provide insight on data
• Professional executive presence and demeanor with the ability to be assertive while tactful
• Ability to prioritize and manage multiple tasks simultaneously and under pressure
• Ability to handle highly sensitive and confidential information.
• Must have excellent prioritizing and time-management skills
• Ability to collaborate with leaders and other administrative professionals across the organization
• Flexibility for occasional overtime and addressing after-hours calls
• Must be able to take initiative and demonstrate sound decision-making with minimal supervision.

Preferred:

• Experience supporting multiple executive leaders
• Experience driving internal process improvement initiatives
• Experience working with a global company

Benefits Starting from Day 1:

• Medical, Dental & Vision Insurance (including FSA and HSA options)
• Life Insurance + Supplemental Life, Child, Spousal, and AD&D Insurance
• Short- and Long-Term Disability
• Retirement Planning, 401(k) plan, & Financial Wellness Resources
• Educational Assistance Program
• Time off Policies (including sick leave, parental leave, and paid vacation)

* Eligibility requirements apply to some benefits and may depend on job classification and length of employment