Senior Executive Admin

It's fun to work in a company where people truly BELIEVE in what they're doing!

Ingram Micro is the business behind the world’s brands reaching nearly 90 percent of the world’s population. Our market reach, diverse solutions portfolio, and digital platform Ingram Micro Xvantage™ set us apart. We have approximately 27,000 associates committed to serving our more than 161,000 customers and 1,500 vendor partners worldwide. Learn more at www.ingrammicro.com.

Ingram Micro has earned Great Place to Work Certification™ for 2022-2023 in the United States! This prestigious recognition reflects our commitment to our people and our culture.

Come join our team where you’ll make technology happen in surprising ways. Let’s shape tomorrow - it’ll be a fun journey!

Position Summary:

Perform administrative duties for an individual, group, or department. May work for one or several department professionals, division heads, officers, or managers. Activities include a variety of secretarial and administrative duties such as: travel arrangements, calendar maintenance/scheduling, departmental reporting, presentation preparation, meeting coordination, report preparation, meeting minutes, correspondence, and other position related duties. Create and edit basic to complex documents, spreadsheets and presentations. Manage multiple schedules, arrange appointments and itineraries. Coordinate meetings, travel, conference calls, and complete expense reports. Answer and transfer phone calls. Remain knowledgeable of business unit policies. May make contacts of a sensitive, complex, and confidential nature. Will occasionally coordinate activities between departments and outside parties.

Work is generally of a critical or confidential nature. Performs advanced tasks and completes the most-difficult assignments. Possesses advanced skill set within discipline. Works under minimal supervision with considerable latitude for independent judgment.

Your role:

The Executive Assistant will support 3 executives, with a significant range of assignments that are complex in nature, where considerable judgment and initiative are required in resolving problems and making recommendations. The typical day would consist of managing multiple executive calendars for meetings onsite and offsite across multiple global time zones, executing expense reports on a timely basis and helping on ad-hoc projects including editing and or presentations on PowerPoint. 

Additional Responsibilities:

• Prepare and edit correspondence, communications, presentations and other documents.

• Support to the team, including, but not limited to agenda management, planning of meetings and conferences, booking of tickets and accommodation and ad hoc projects.

• Design and maintain databases and submit expense reports.

• Prepare and edit PowerPoint presentations.

• File and retrieve documents and reference materials.

• Conduct research, collect and analyze data to prepare reports and documents.

• Manage and maintain executives' schedules, appointments and travel arrangements.

• Arrange and co-ordinate meetings and events.

• Record, transcribe and distribute minutes of meetings.

• Monitor, screen, respond to and distribute incoming communications.

• Answer and manage incoming calls.

• Receive and interact with incoming visitors.

• Liaise with internal staff at all levels.

• Interact with external clients and departments.

• Coordinate project-based work.

• Review operating practices and implement improvements where necessary.

What you bring to the role:

• Bachelor’s degree in business administration, or related discipline is highly preferred but not required. 

• 8 + years of experience in the role of Executive Admin, Sr. Assistant, Secretary, or similar, providing support for one or more senior level executives, support of CIO, CTO, CISO or similar is a plus.

• In-depth knowledge of relevant software such as MS Office Suite, Office 365 software, PowerPoint, Project, Excel and SharePoint.

• Knowledge of standard office administrative practices and procedures.

• Excellent communication, spelling skills, as well as strong written and verbal communications skills required. Experience in a multi-country environment, covering multiple stakeholders, managing global time zones and calendaring.

How you stand out:

• You can make it rain on PowerPoint, you are tech savvy, execute fast decision making and you are adaptable.

• You are curious about technology and would love to be in an environment that can help you learn mo