Job Purpose:

The Executive Assistant performs a wide variety of complex and confidential duties. The Executive Assistant uses initiative, tact, judgment, confidentiality as well as strong interpersonal and organizational skills to support the President of Americas and ultimately the broader objectives of the organization.

Profile

Tasks and Responsibilities:

•  Manage the day to day sensitive and confidential business activities of the President
•  Independently prioritize and handle internal and external correspondence including determining whether to directly answering correspondence
•  Independently evaluate and screen incoming calls for priority, resolution, routing or response in the most professional manner
•  Compose, edit and distribute correspondence including email, memos and PowerPoint presentations
•  Schedule meetings and maintain daily and long-term calendar in a manner that provides the most effective use of the President’s time and prioritizes business needs
•  Coordinate Senior executive meetings and prepare confidential and sensitive materials
•  Prioritize and execute travel arrangements to best facilitate effective use of President’s time
•  Prepare detailed itineraries and agendas regarding transportation, hotel accommodations for executive team and designated visitors
•  Create and maintain comprehensive filing system to optimize business use for department and train others; develop improvements
•  Reconcile, track and approve expense reports as directed
•  Plan conferences and on-site/off-site meetings, negotiate venue rates, facilitate all equipment and ensure attendees and presenters are equipped with their requirements
•  Establish and maintains comprehensive records, reports, reference materials and communications
•  Records actions on sensitive issues and releases information to authorized parties as directed

Additional Information

Requirements:

•  A minimum of 5 years of C-Level Executive Assistant experience
•  Demonstrate the ability to handle confidential and highly sensitive proprietary information with discretion
•  Ability to remain composed in difficult situations

Job Description

•  Ability to perform routine and specialized duties at assigned times and for long periods of time when necessary.
•  Ability to time mange and organize tasks based upon shifting priorities
•  Ability to work independently and make sound decisions.
•  Ability to demonstrate effective verbal and written communication skills
•  Strong telephone etiquette and communication skills
•  Ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential, controversial and sensitive nature
•  Ability to establish and maintain working relationships with all levels of the organization and external parties
•  Ability to operate all equipment and programs necessary to perform the job
•  Ability to travel as needed