Manage a high-volume calendar and complex scheduling in partnership with other Executive Assistants. Coordinate meetings involving all stages of planning including logistics, vendors and materials (whether in person or virtually), and various other events for multiple senior executives and a global team across multiple time zones
Plan end to end global and domestic travel logistics including scheduling flights, hotel accommodations, ground transportation, visa processing, etc. Anticipate, identify, analyze and solve issues/timing conflicts independently and discretely, and prepare detailed itineraries and ensure accuracy and timely delivery of travel documents to travelers
Coordinate scheduling, accommodations, AV needs, catering, etc. to facilitate the set-up and agenda for planning and execution of internal and external events including staff meetings, all hands meetings, off-sites, team social events and town halls
Manage all types of daily correspondence to ensure professional, accurate and timely response and appropriate prioritization
Assist with writing and proofreading various communications
Prepare, reconcile and track expense reporting and reimbursement via Oracle
Organize and safeguard all highly confidential company files and information
Assist with overflow, assistant back-up coverage and day-to-day tasks and provide support to visiting senior business leaders and C-suite leaders, as needed
Answer phones for executive management. Take messages and answer all routine and non-routine questions. Work in cooperation with other executive assistants to cover phones

Requirements

5-10 years’ experience in a executive assistant role supporting executives with global responsibility. College degree desired but not required.
Familiarity with a dynamic and fast-paced global company’s operating rhythm and processes; Must be able to adapt procedures, processes and techniques to the completion of assignments and in line with the department's and team’s needs
Excellent writing and proofreading skills and attention to detail
Effective interpersonal and listening skills, and telephone etiquette
Excellent organizational, problem-solving and follow-up skills, and the ability to effectively handle multiple priorities while working under little supervision
Professional demeanor at all times, regardless of pressures of the job. Must be an exemplary representative of the company in all dealings with internal management/staff

Benefits

Health Insurance
Retirement Plan
Disability benefits
Paid Time Off

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

calendar managementschedulingtravel logisticsexpense reportingproofreadingevent planningitinerary preparationconfidential information managementcorrespondence managementproblem-solving

Soft Skills

interpersonal skillsattention to detailorganizational skillstelephone etiquetteeffective listeningprofessional demeanorability to handle multiple prioritiesadaptabilitycommunication skillsfollow-up skills