Executive Assistant

Role Summary

In this highly visible position, Global Marketing is seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to the Head of Global Marketing and its General Manager. The successful candidate will possess exceptional skills in calendar management, communication, interpersonal relations, international and domestic travel planning, and exceptional project management skills. This role requires a detail-oriented professional who can anticipate needs, manage multiple priorities, and maintain an elevated level of confidentiality. This individual is initiative-taking and responsible for working independently with limited direction and possess thorough knowledge of the organization and activities associated with the Global Marketing Business Unit.

Responsibilities

Proactive Support:

• Anticipate the needs of executives and provide proactive solutions to ensure smooth daily operations.
• Identify and address potential issues before they arise, ensuring executives are well-prepared for meetings and engagements.

Calendar Management:

• Manage complex calendars with precision, scheduling meetings, appointments, and events while prioritizing conflicting demands.
• Coordinate with internal and external stakeholders to arrange meetings, ensuring all necessary materials and information are prepared in advance.

Effective Communication:

• Serve as a key point of contact between executives and internal/external parties, handling communications with professionalism and discretion.
• Draft, edit, and proofread correspondence, reports, and presentations as needed.

Interpersonal Skills:

• Build and maintain strong relationships across all levels of the organization, fostering a collaborative and supportive work environment.
• Demonstrate a high level of emotional intelligence and discretion in handling sensitive information and situations.

Travel Planning:

• Coordinate complex and detailed international and domestic travel arrangements (business/personal), including flights, accommodations, transportation, and itineraries.
• Ensure all travel plans are cost-effective and align with executives' preferences and schedules.

Meeting and Event Planning:

• Organize, schedule and coordinate a wide range of meetings, including small/large internal meetings, on-site/off-site meetings, town halls and extended lead team meetings.
• Plan, schedule and coordinate logistics for events that will include dinners and some catering responsibilities.

Project Management:

• Lead and support various ad hoc projects, ensuring alignment with organizational goals and timely completion.
• Track project progress, manage deadlines, and communicate updates to relevant stakeholders.

Administrative Tasks:

• Handle expense reports, document management, and other administrative duties as required.
• Maintain organized records and files, ensuring easy access to vital information.
• Maintain SharePoint site responsibilities that will include updating and removing information as requested.

Qualifications

Required:

• Bachelor's degree or the equivalent combination of education and relevant experience AND 5+ years of total relevant work experience

Preferred:

• 5+ years of proven experience providing administrative support to an executive-level leader within a corporate environment.
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Motivated initiative-taker that seeks growth and challenge.
• Strong written and verbal communication skills adhering to professional courtesy in all communications.
• Strong proficiency in Microsoft Office Suite and other relevant software.
• Proven experience in coordinating international and domestic travel.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team in a fast-paced environment.
• Strong interpersonal, organizational, time management and people management skills.
• Capable of building and maintaining strong relationships with all levels of associates.
• Deadline driven, clear understanding of workflow prioritization to meet critical deadlines.
• Solid understanding of internal corporate policies and procedures
• Ability to manage difficult and sensitive situations discreetly and bring to a successful conclus