Principal Executive Assistant

Job Overview

Does your background include a wide array of administrative duties? We’re looking for a dynamic team player to join our team as an Executive Assistant where you’ll provide high-level administrative support to an assigned executive in a range of activities from calendar management, scheduling and coordinating meetings, to preparing and organizing abstract materials for upcoming meetings and presentations. To succeed in this role, you should have impeccable professionalism, organization and planning skills and be especially proficient in prioritizing and multitasking. If you have a keen attention to detail and possess the strong ability to manage several busy calendars, this could be a perfect fit!  

About Us

ICIMS is a leading enterprise hiring platform that combines the scale and reliability of enterprise software with the transformative power of AI. Thousands of organizations across more than 200 countries and territories trust ICIMS to find and hire the people who shape their future and drive their business forward. Powered by insights from billions of hiring interactions, continuous AI innovation, and a highly extensible platform, ICIMS helps organizations turn talent acquisition into a competitive advantage. For more than 25 years, ICIMS has delivered end-to-end hiring solutions that improve recruiting efficiency, reduce costs and create exceptional candidate experiences. 

 

ICIMS helps solve one of the biggest challenges businesses face today: building a workforce that can adapt, scale, and perform in an increasingly competitive and unpredictable talent market. We uniquely do that by combining enterprise-grade hiring technology, AI-powered insights and automation, and connected talent experiences to help organizations improve hiring outcomes while driving measurable impact. 

Responsibilities

• Proactively manage calendars for assigned leaders with the ability to schedule and prioritize meetings, resolve schedule conflicts, and stay several steps ahead to maintain efficiency
• Research, prioritize, and follow up on incoming issues and concerns addressed to business leader, including those of a sensitive or confidential nature. Handle such information with professionalism, discretion, and urgency
• Arrange complex and detailed travel itineraries and compile documents for travel-related meetings
• Complete corresponding travel & expense reports monthly
• Engage in problem solving and initiate proactive / preventative measures as needed with minimal oversight and guidance needed
• Maintain high level of professionalism in dealing with senior business leaders inside and outside the organization
• Interact with administrative counterparts at iCIMS’ parent company to assist with Board of Director Meetings or other meetings relevant to the portfolio of companies
• React with appropriate urgency to situations that require a quick turnaround
• Act as a point of contact for assigned leaders, redirecting messages, and following up as necessary 
• Assist in the preparation of administrative reports including the gathering and assimilation of information
• Organize and file correspondence/documents according to retention guidelines
• Prepare correspondence on behalf of executive management; type letters and reports from rough drafts, making necessary grammatical, spelling and punctuation changes
• Preparation of documents/packages for meetings
• Collaborate with other Executive Assistants to ensure appropriate administrative coverage across the business
• Assist with special projects as assigned; track and help drive completion of key deliverables
• Participate in other activities/projects at the discretion of management programs
• Communicate with employees at all levels of the organization to gather or convey information
• General administrative duties as requested
• Consistently ensures that business is conducted with integrity at all times and that behavior aligns with iCIMS policies, procedures, and values  

Qualifications

• A minimum of eight (8) years of experience providing administrative support to high-level executives required  
• Strong organizational skills and attention to detail including the ability to handle complex calendar coordination required 
• Advanced proficiency with Word and Outlook required
• Strong relationship skills and ability to maintain interpersonal relationships and stakeholder management  
• Highly resourceful team-player, with the ability to be extremely effective independently  
• Ability to exercise independent judgment when handling issues of a complex nature 
• Outstanding follow-up, organization, and planning skills 
• Demonstrated business acumen and desire to learn the business 

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  iCIMS Talent Acquisition

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