Executive Assistant II, Finance Shared Services

Location:

4900 Tiedeman Road - Brooklyn, Ohio 44144-2302

Qualified candidate must report to the Tiedeman office (Brooklyn, OH) at least 1 day per week.

JOB BRIEF

We are seeking an experienced executive assistant to provide proactive executive administrative support to one or more or our Finance and Procurement Management Leaders.  Performs advanced and diversified assistance including high level support in managing a high volume of competing priorities in a fast-paced environment, prioritization and coordination of Executive’s schedule and actively involved in understanding the business to align Executive’s time and needed resources to the business priorities. Responsible for expense reports, travel arrangements, and HR needs. Handles confidential information discreetly and professionally. 

ESSENTIAL FUNCTIONS:

• Under general supervision, provides administrative support to the executive leader and leadership team to include planning, executing, maintaining and coordinating complex calendar of meetings, travel and logistics, expense reports, townhalls, and various system entries and tracking.
• Act as liaison between Executives and all internal departments and external business associates to ensure that all matters are attended to in an efficient, professional and timely manner.
• Primary point of contact for internal employees for the executive, initiating work within the department or checking the status of jobs already in progress to ensure timely completion. Manage and track administrative projects for the team, help with onboarding new hires and employee exit formalities.
• Responsible for meeting coordination, communication tools, video conferencing and scheduling, and organizing proper venue/room setup as needed. 
• Plan, coordinate and execute multiple meetings and offsite events simultaneously with ability to adapt to changing priorities.
• Collect and organize documents from executive’s direct reports
• Take lead in planning and organizing team events, socials, offsite meetings, recognition and award ceremonies etc.
• Take accurate notes during various meetings and distribute materials pre and post meeting
• Manage mass communications on behalf of executive.
• Collects, compiles and analyzes moderately complex data and information for various internal and external reporting purposes, newsletters and presentation materials.
• Cultivates a positive environment to promote teamwork, high performance and positivity.
• Manages day-to-day office operations, composes written communications as needed.
• Clearly and immediately communicates and elevates any problems/issues.
• Assists with special projects for events, new processes or projects and presentations as they arise; exercises judgment and reasoning skills.
• Ability to work out of base office, willingness to travel occasionally as needed and work overtime, and on weekends with short notice.

 
REQUIRED QUALIFICATIONS

• High School Diploma or Equivalent experience
• 2+ years relevant experience supporting executive management.
• Proven ability to manage multiple calendars and projects at one time
• Ability to engage with Executive Level Management
• Proficient in using Google Apps, Microsoft Office Suite to include Word, Excel, PowerPoint, Outlook and Publisher, Internet and Intranet.
• Excellent written and verbal communication skills 
• Exercises sound judgment, discretion, and confidentiality in all matters involved in this job
• Takes initiative and works independently on routine as well as more complex and miscellaneous matters.
• Confident and resourceful in problem solving, promptly escalating matters where necessary.

PREFERRED QUALIFICATIONS

• Associate or Bachelors Degree
• Ability to read and understand basic financial data, legal contracts and third-party communication
• Prior experience utilizing Workday for HR and Finance management

Key has implemented a role-based Mobile by Design approach to our employee workspaces, dedicating space to those whose roles require specific workspaces, while providing flexible options for roles which are less dependent on assigned workspaces and can be performed effectively in a mobile environment. As a result, this role may be