Executive Assistant

CooperVision, a division of CooperCompanies (NASDAQ:COO), is one of the world’s leading manufacturers of soft contact lenses. The Company produces a full array of daily disposable, two-week and monthly contact lenses, all featuring advanced materials and optics. CooperVision has a strong heritage of solving the toughest vision challenges such as astigmatism, presbyopia and childhood myopia; and offers the most complete collection of spherical, toric and multifocal products available. Through a combination of innovative products and focused practitioner support, the company brings a refreshing perspective to the marketplace, creating real advantages for customers and wearers. For more information, visit www.coopervision.com

Job Summary:

The Executive Administrative Assistant provides high-level support to senior executives, acting as an extension in communication, planning, and coordination both inside and outside the company. Responsibilities include global travel, calendar management, event management, special projects, and administrative tasks. This role requires autonomy, good judgment, decision-making, and personal accountability, with a strong focus on detail orientation, organizational, and project management skills.

Essential Functions & Accountabilities:

• Proactive Support: Anticipate needs and create efficiencies for executives, aligning with business priorities.
• Communication: Serve as a conduit between executives and leadership, maintaining integrity and discretion.
• Triage and Referral: Rapidly triage and refer matters to appropriate parties for resolution.
• Relationship Building: Build and maintain strong relationships at all levels.
• Calendar Management: Coordinate and manage complex schedules, including with external partners.
• Deliverables Tracking: Track and drive completion of key deliverables.
• Travel Arrangements: Plan and arrange global and domestic travel. This would include travel arrangements for large conferences and group trips multiple times throughout the year.
• Expense Management: Coordinate and submit expense reports.
• Correspondence Creation: Create routine and non-routine correspondence, highly visible presentations, and reports.
• Project Management: Manage and execute projects that vary in complexity with minimal guidance.
• Meeting Logistics: Plan and prepare logistics for meetings and events. This would include all meeting & event arrangements for large groups multiple times throughout the year.
• Travel Problem Solving: Address travel and logistic issues as they arise.
• Budget Management: Manage and track event expenses and expense reporting for executives whom this role supports.
• Vendor Coordination: Serve as POC with Finance, working with vendors and processing contracts.
• Onboarding Support: Assist with onboarding new employees.
• Meeting Minutes: Maintain meeting minutes and follow up on action items.

Work Environment:

• Normal office environment with occasional domestic or international business travel as required to support international meetings.
• Ability to support and manage tasks across different time zones.
• Prolonged sitting and using a computer.

Qualifications:

• Communication Skills: Excellent verbal and written communication abilities.
• Organizational Skills: Superior organizational and project management skills.
• Flexibility and Composure: Ability to handle changing & competing priorities and consistently maintain composure. Must be comfortable in managing multiple deadlines simultaneously with the ability to meet expectations on time.
• Demonstrated track record of working independently with little direction or oversight.
• Must be able to multi-task on a daily basis.
• Relationship Building: Strong ability to build relationships at all levels.
• Global Experience: Experience in a global environment, including managing international travel and working across time zones.
• Technical Skills: Proficiency in Microsoft Office, especially Outlook, Word, Excel, and PowerPoint.

Experience

• Minimum 10 years experience required, or equivalent combination of education and experience. 

Education

• Associate degree required; Bachelor’s degree preferred.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

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