Executive Assistant Administrative

ABOUT THE ROLE
The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring the timely flow of information to and from the executive office. The individual handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes is essential to this position. In addition, they will be responsible for coordinating and preparing presentations and packets. This individual must be able to work with and bring together cross-functional coordination between programs and departments. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast-paced environment and possess excellent judgment. S/he will be required to be available during regular business hours, evenings, and/or weekends, on occasion/as needed to provide support and assistance to the Executive team members.

 

WHAT YOU'LL ACCOMPLISH

• Prepares, composes and initiates various documents, often confidential in nature, such as letters, correspondence, memoranda, reports, minutes, presentation materials and chooses the appropriate means of communications.
• Coordinates the Executive’s calendar and ensures effective coordination and scheduling of appointments, meetings, and activities. Manage the Executive’s daily schedule.
• Serves as the point person for all persons needing to contact the Executive while managing internal/external contacts. Handle confidential information in a professional and discreet manner.
• Coordinate events as required, including staff functions, special events, conferences & workshops, etc. Ability to order lunch and catering for in-house meetings.
• Schedules meetings, including some international and handles travel arrangements and proactively coordinates the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts and country information.
• Process and maintain expense reports for the Executive. Provides reports and data as required for various projects.
• Reconciles departmental invoices and prepares them for payment.
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
• Supports other Executive Committee members, their departments, and other executive administrators as assigned.
• Demonstrate a commitment to communicating, improving and adhering to health, safety and environmental policies in all work environments and areas. Promote a culture of safety and exhibit these behaviors.
• other duties as assigned

 

WHAT WE’RE LOOKING FOR

Education: Bachelor's degree

Required Work Experience: Minimum of 5 years

Required Technical Skills: Highly proficient in the following software programs: (Word, /Excel/PowerPoint, Gmail).
Travel Requirements: 5%

 

Additional Requirements:

• Action orientated with a demonstrated high level of integrity and trust. When handling confidential information.
• Extensive experience in administrative preparation of board presentations.
• Professional demeanor and ability to defuse emotional situations in a calm manner.
• Experience working in an International arena a plus.
• Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment.
• Ability to provide after-hours and flexible support.
• Successful candidates must adhere to all safety protocols and proper use of Holcim approved Personal Protection Equipment ("PPE"), including but not limited to respirators. Employees that are required to wear respirators must be clean shaven where the respirator seal meets the face in order to pass the qualitative and quantitative fit test.

 

WHAT WE OFFER

• Competitive salary
• Retirement Savings: Choose from 401(k) pre-tax and/or Roth after-tax savings
• Medical, Dental, Disability and L