Executive Administrative Assistant (Corporate)

This position is responsible for providing administrative support to the Global Sourcing and Supply Chain Vice Presidents.  The ideal candidate will have experience working in a fast-paced environment, managing multiple complex calendars, arranging complex and detailed travel itineraries. As an experienced Executive Assistant you will create efficiencies for the executive by screening phone calls and emails to prioritize correspondence, responding on behalf of the executive and direct reports or escalating when required.

Job Functions:

Project & Financial Administration:

• Provide project administrative assistance (budgets, briefs, presentations)

• Manage invoice payments and expenditure tracking using Excel

• Coordinate service payments (phone, operational services, etc.)

• Act as department coordinator for document retention and management

Communication & Vendor Liaison:

• Serve as department liaison for vendors and service providers

• Coordinate document repositories and internal communications

• Create PowerPoint presentations and Excel spreadsheets

Office Operations & Employee Onboarding:

• Manage office supplies inventory and purchasing

• Oversee new employee onboarding (handbook, equipment, desk setup)

• Coordinate time and attendance functions using Kronos

• Manage office/facility management requests (e.g. office location moves, order furniture or other items/tasks necessary to optimize use office space.

• Assist with other office responsibilities as needed

• Adapt quickly to changing priorities and directions

Qualifications:

Administrative Expertise:

• Minimum of 10+ years of senior-level executive administrative support with demonstrated accomplishments.

Stakeholder Engagement:

• Proven ability to interact with internal and external contacts at all levels, including executive leaders.

Interpersonal & Communication Skills:

• Exceptional interpersonal abilities.

• Confident communication at all levels, including executive leadership.

• Ability to build effective internal and external relationships.

Professional Attributes:

• High level of professionalism and integrity.

• Versatility, flexibility, and enthusiasm for changing priorities.

Global & Matrix Environment Exposure:

• Experience working in a global organization.

• Demonstrated ability to operate effectively in a matrixed environment.

Knowledge, Skills & Abilities:

• This position will complete administrative duties for Vice Presidents, and others within the department as may be needed. This role demands a strong sense of urgency and the ability to work independently on assignments with sound judgment, proactively solving complex problems that impact the department. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals is imperative. The successful candidate will possess outstanding planning, time management, and organizational skills. Superior attention to detail and the ability to meet tight deadlines while juggling a variety of tasks and requests is critical.

• The role demands proactive and independent problem-solving skills, including:

• Managing conflicting priorities across multiple calendars and schedules.

• Troubleshooting travel and meeting logistics under tight timelines.

• Resolving vendor and payment issues while ensuring compliance with company policies.

• Navigating ambiguity and shifting priorities with flexibility and resourcefulness.

• Maintaining accuracy in financial tracking and documentation across multiple systems.

• This position has a direct impact on:

• The efficiency and productivity of five Vice Presidents and their departments.

• The success of cross-departmental meetings and even