Executive Assistant

Company Description

Vestcom is the industry leader in technology-driven shelf-edge solutions for Retailers and CPGs. Our data-integrated media solutions drive sales and loyalty, engaging shoppers where it matters most – the point of decision. Our patented innovation has been trusted by top retailers for more than 30 years to drive productivity and profitable growth. For our growing team of over 1000 employees, Vestcom offers the stability of an established company with the entrepreneurial spirit and fast-paced environment of a start-up.

Vestcom’s core values are at the heart of our organization, representing our fundamental beliefs and serving as our guiding light in for how we conduct business and interact with each other.

• OUR TEAMS - Our colleagues and our client define our team.
• OUR INTEGRITY - Our colleagues and clients rely upon us to deliver.
• OUR INGENUITY - Our colleagues and clients look to us for unique solutions.
• OUR PERFORMANCE - Our colleagues and clients team with us to win.

Vestcom is a standalone business unit of Avery Dennison, a Fortune 500 leader in materials science and packaging materials. Learn more at www.vestcom.com.

Job Description

The Executive Assistant reports directly to the Vestcom Vice President & General Manager, with a dotted line to support the Identification Solutions & Vestcom Vice President, Human Resources, along with other Vestcom leadership team members as needed. We are seeking a highly organized and degreed professional with a strong communications foundation who may aspire to have a career in any number of functions and would like to learn how the business is run from the viewpoint of the executive office. This role will offer a great development experience with intense learning and development with the potential to advance to the next step in your career. We'd like to hear from you if you like a fast-paced learning environment.

What is the mission of the Executive Assistant role?

While you will perform traditional administrative duties (such as expense processing, calendar management, travel planning and various administrative activities), your goal will be to simplify and automate these activities so you can spend more time leading key projects and/or processes for the leaders you support, while also improving and ensuring team efficiency.

Key Responsibilities:

• Maintain calendars and schedule appointments, making judgments and recommendations with little guidance to resolve conflicts 
• Event planning
• Coordinate large group leadership meetings throughout the year and be accountable for all aspects of the logistics
• Collaborate with other executive assistants across the enterprise
• Arrange travel by becoming familiar with the specific and detailed needs of the Exec. Leadership team; process visa applications (domestic and international)
• Process and approve expense reports (Concur)
• Process purchase orders and invoices as needed (Oracle)
• Filter and proactively action some emails for the VP & GM
• Prepare special reports: gather, summarize and analyze data
• Communicate widely and proactively with the applicable leadership teams and their assistants
• Support key leader ad hoc requests
• Support developing the purpose, messaging and outcomes of various leadership team meetings, business updates and town hall meetings
• Ensure efficient and effective planning and execution of meetings for the leaders you support
• Seek opportunities to improve speed, quality and other outcomes for these executives and, at times, their teams
• Be prepared to share your views and ideas about how to improve
• Other responsibilities may be assigned as needed

While much of your time will be accounted for based on the above-referenced administrative support activities, some of your time can be discretionary with you proactively determining where and how to make a broader impact at Avery Dennison and Vestcom.

Qualifications

Qualifications

• A bachelor's degree is preferred, ideally in communications and/or event management
• Tech savvy: strength in Google docs, iPhone apps, iPads and ability to quickly learn Avery Dennison systems and tools
• Exceptional organizational skills - problem-solving, multi-tasking, and prioritizing are key
• Ability to navigate within the organization to get things done, a strategic self-starter and a self-finisher
• Detail-oriented, ensuring nothing falls through the cracks
• Service-oriented - proactive, calm under pressure and action-oriented with a can-do attitude
• Executive Presence - Represent the leaders you support in a way that strongly represents our Values. Represent those leaders while you regularly interface with oth