Executive Assistant

If you were in the Executive Assistant role now, here are some of the core activities you would be doing:

• Providing exceptional executive administrative support with scheduling and calendar management with a proactive approach, and maintaining an organized inbox of the executive according to authorization and confidentiality 
• Drafting email correspondence and managing the email inbox to ensure the leaders you support have the information they need to operate with ease without the necessity of reading email, depending on day 
• Organizing international and domestic travel arrangements  
• Filtering and redirecting incoming communications to the leaders you support based on the nature of the events 
• Developing agendas, meeting minutes, and presentation materials 
• Project coordination, contributing to project scope and objectives, and collaborating with all relevant stakeholders as needed 
• Ensuring clear communication and alignment across multiple diverse functions globally 
• Managing sensitive matters with a high level of confidentiality and discretion  
• Being responsive to emails/texts/phone calls, when necessary, outside of normal business hours   
• Setting meeting agendas and working with relevant teams to ensure needs are met  
• Managing and administering the Supply Chain calendar 
• Coordinating internal resources and third-party vendors as needed in the execution of projects and events 
• Organizing and submitting expense reports in a timely manner 
• Coding vendor invoices and routing to the right leader in the system 
• Organizing team building events within the functions your support 
• Collaborate with other Executive Assistants across the organization on meetings, team events, leadership offsites and to ensure effective support across the executive leadership team and other functions 
• Setting the leaders you support up for success and performing additional duties as assigned and needed 

Here are some of the things you could be working on in the future:

• Working towards your own professional development goals based on your areas of interest in the business   
• Mobilizing and coordinating the EA network in support of enterprise initiatives such as Live It events, developing conferences, and event planning 
• Leading the efforts to maximize the impact of the Supply Chain leadership team, including providing a leadership lens on efficiency, impact, and optimization 
• Developing and implementing process optimizations to enable effective operations within the Supply Chain teams 
• Assisting and communicating with the leaders you support in decision-making, program management, and initiative implementation 

Are you our next Executive Assistant?

• You have 5+ years of Executive Assistant experience supporting VP+ leaders  
• You’re a whiz with the Microsoft Office suite and have excellent business acumen  
• You have great time management skills, and naturally utilize sound judgement and prioritization when multi-tasking and juggling competing priorities within a fast paced environment 
• You have strong emotional intelligence, discretion, and the ability to maintain confidentiality    
• You know how to prioritize and effectively manage the logistics of an Executive’s schedule: pre-reads, agendas and following up on action items are second nature to you  
• You have the ability to think outside of the box with a sense of urgency  
• You’re not afraid of meeting new people, building relationships and creating partnerships across the organization  
• You have a not-so-secret skill as a travel agent and are able to manage complex international multi-leg travel, often requiring continuous changes and rescheduling  
• You are able to work flexible hours, weekends and holidays occasionally as needed to support our global business  
• You effectively balance autonomy and collaboration 
• You inspire breakthrough thinking and continuous improvement 
• You seek the best (sometimes not the easiest) solutions, with an unwavering commitment to do what is right 
• Your passion for your work is paralleled by your passion for getting outside and living it