Senior Manager, Executive Assistant to the CEO

Executive Assistant – Chief Executive Officer

 

Let’s be unstoppable together!

Circana (formerly IRI and NPD) is the leading advisor on the complexity of consumer behavior. Through unparalleled technology, advanced analytics, cross-industry data, and deep expertise, we provide clarity that helps almost 7,000 of the world’s leading brands and retailers take action and unlock business growth. We understand more about the complete consumer, the complete store, and the complete wallet so our clients can go beyond the data to apply insights, ignite innovation, meet consumer demand, and outpace the competition.

 

At Circana, we are fueled by our passion for continuous learning and growth, we seek and share feedback freely, and we celebrate victories both big and small in an environment that is flexible and accommodating to our work and personal lives. We have a global commitment to diversity, equity, and inclusion as we believe in the undeniable strength that diversity brings to our business, employees, clients, and communities (with us you can always bring your full self to work). Join our inclusive, committed team to be a challenger, own outcomes, and stay curious together. Learn more at www.circana.com.

What will you do?

Deliver exceptional support to the Chief Executive Officer on all administrative and support matters related to meetings, calendars, expenses, suppliers, orders, inquiries regarding Circana, association memberships, tracking invoice payments, working in DocuSign and Adobe, plus any other miscellaneous requests or issues that arise.

 

Job Responsibilities

• Develop and maintain a rapport with senior executives and their support staff, stakeholders, and board members through strong lines of communication.
• Demonstrate professionalism and strict confidentiality through all interactions, and with all materials, and exercise discretion at all times.
• Answer the telephone and assist callers or those making a broad range of inquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary. Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague.
• Communicate with the Chief Executive – discuss calendar availability, the daily schedule, and supporting documents. Prioritize topics and ensure the most pressing matters/questions are presented first.
• Assist with various tasks, including, but not limited to maintaining distribution lists and the Executive Leadership Team calendar. Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.
• Cross-functional training /meeting coordination.
• Manage the calendar of the Chief Executive Officer and schedule meetings, appointments and travel on their behalf. Ensure they have all pertinent information and assist with presentations.
• Plan meetings (physical or virtual), taking and transcribing minutes, following-up on action items/deliverables, planning events, arranging travel, ground transportation, and accommodation. Create and communicate itineraries.
• Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of events.
• Prepare more complex reports, agendas, minutes of meetings and tailored letters and emails for approval by the CEO.
• Partner with the corporate communication team on speaking engagements and company events.
• Support board material preparation as well as support logistics and materials for participation in outside boards.

 

Requirements

• 5+ years’ experience providing C-Level administrative support.
• Superb level of professionalism, business acumen, and maturity.
• Exceptional organization skills, verbal and written communication skills, and meticulous attention to detail.
• High proficiency in MS Office and auxiliary platforms (e.g., MS Teams).
• Strong project and task management skills.
• Ability to multitask and adjust in a fast-paced environment.
• Experience in scheduling assistance and calendar management.
• Ability to adjust working schedule as needed to support meetings and events outside of office hours.
• Experience with Concur a plus.

 

Circana Behaviors

As well as the technical skills, experience and attributes that are required for the role, our shared behaviors sit at the core of our organization. Therefore, we always look for people who can continuously champion these behaviors