Executive Administrative Assistant

 

Join our Global Team in Shaping the Future of Connectivity!

 

At ASSA ABLOY, our global teams collaborate seamlessly to craft products and services that integrate into our users’ lives, simplifying their everyday routines and enhancing convenience. By empowering users to control access, we provide unparalleled peace of mind through enhancing safety and visibility.

 

We are seeking to hire an Executive Administrative Assistant for our Commercial Segment. This role will be critical to the success of our executive team, keeping them on track and operating efficiently as we continue growing our business as the global leaders in access solutions. We are looking for an extremely trustworthy person, who understands how to handle sensitive information appropriately and exercise sound judgement, while maintaining an engaging and courteous approach.

 

This position is located onsite in New Haven, CT and will report to the VP of Human Resources for the Commercial Segment.

 

What you will be doing:

The Executive Assistant will provide critical support to the Senior Vice President and Head of our Commercial Segment and other key executives, acting as a gatekeeper and ensuring operations run smoothly. This will include the coordination of travel and complex calendar management. You will handle and maintain highly confidential and sensitive information with discretion.

 

Specific responsibilities will include:

• Coordinate all aspects of travel for the Head of Commercial Segment's Executive Team including correspondence, detailed agendas and travel itineraries.
• Navigate resources, interface with various departments to collect information, respond to requests, etc.
• Handle sensitive information with discretion and maintain the highest level of professionalism.
• Coordinate both internal and external meeting logistics, including hotel/site bookings, conference room reservations, catering orders, IT and audio-visual setup, preparation of meeting agendas & materials, assistance with the creation of presentation content. Additionally, collaborate with the events team as needed.
• Process expense reports for executives within a timely and efficient manner.
• Drafting/Preparing correspondence and communications to internal and external customers
• General administrative tasks such as screening calls, preparing timely expense reports, replenishing office supplies etc
• Book appropriate domestic and international travel as well as visa requirements, prepare itineraries with travel and meeting details
• Assist with ad hoc projects, events, and meetings arrangements as needed,
• Drafting updates to the executive's organization (including emails, documents, presentation decks, and reports as requested or as needed)
• Management of Outlook:
  • Flag messages from other executives, clients and key business partners.
  • Forward escalations as needed to the correct business owners.