Executive Assistant, Experienced

Your Role

The Application Services team plays a critical role in enhancing customer and technical collaboration while delivering all application development through a Platform and Technology Product Operating Model. The Executive Assistant will report to the VP of IT Applications. In this role you will fully support the VP of IT Applications and provide limited support to the direct leadership team.

Your Work

In this role, you will:

• Carry out administrative, analytical or procedural tasks with a high degree of autonomy

• Handle administrative matters, in the absence of, or on behalf of, the manager 

• Provide administrative oversight of third-party relationships through implementation of designated systems, routine monitoring of performance, and tracking of goods and/or services   

• Serve as an administrative liaison between manager and direct reports and others within and outside the organization

• Manage day-to-day organization of executive’s calendar, appointments, meetings, and related schedule

• Leverage AI tooling and build out agents and systems to do your job most efficiently using tools like Microsoft copilot and others.

• Lead by example in the admin community and find ways to share best practices for leveraging AI to accomplish administrative tasks. 

• Event Planning for the organization- independently plan appropriate facilities, food, and IT support for meetings and events at approved office facilities.

• Travel planning: partner with leader to plan travel and coordinate flights, hotels, etc.

• Meeting management, developing notes and summaries of meetings, meeting scheduling, calendaring

• Managing distribution lists, org charts and miscellaneous requests 

• Expense reporting/concur: Submitting expense reports, approving expense reports, auditing to ensure compliance, managing invoice approvals, getting approvals for travel requests 

Your Knowledge and Experience

• Requires a bachelor's degree or equivalent experience
• Requires at least 3 years of prior relevant experience
• Advanced knowledge of Microsoft Office Suite including Outlook, PowerPoint, MS Word, MS Excel, and Copilot required. 
• Intermediate knowledge of LucidCharts preferred.
• Planview, SharePoint, Service Marketplace, Concur, UltiPro, and Jira plus 
• Flexibility, resilience, ability to solve problems, and work independently 
• Ability to manage multiple projects at once