Executive Administrative Assistant - Logistics
What you'll discover
- Inclusive culture and career growth opportunities
- Global Organization which collaborates across U.S., Canada, Europe, Australia and India
- Challenging, collaborative, and team-based environment
What you'll do
The Executive Administrative Assistant will be a member of the Logistics Administrative team, primarily supporting the Executive Vice President (EVP) of Logistics. This role will act as a Chief of Staff, combining administrative expertise with critical thinking to manage EVPs complex and dynamic calendar, support and help prepare for executive leadership meetings, collaborate with leaders and administrative staff to ensure office systems and divisional procedures, policies and practices are coordinated effectively. Successfully partner with EVP and others by being highly engaged, forward thinking, and pro-active as it relates to growing needs of the function.
Major Areas of Responsibility
- Manages the EVP's schedule, including meetings, and travel booking and coordination, as well as proactively communicating upcoming meeting to support EVP's preparation
- Supports EVP in responding (written and verbal) to Logistics team members and key internal/external stakeholders, effectively managing confidential and non-confidential correspondences
- Acts as a gatekeeper, managing the flow of information to and from the executive, and responds to questions and requests in a professional and high integrity manner
- Takes initiative to support key company/functional messaging by collecting key information, researching as needed, and sharing as appropriate
- Coordinates meetings (scheduling, catering, logistics) and participates in certain meetings, supporting agenda topics, providing critical reminders, and capturing notes
- Builds relationships and partners effectively with counterparts and company Associates in other departments and divisions to share best practices and resolve issues.
- Analyses operating practices and builds/revises systems and procedures as vital.
- Prioritizes processing of expenses for EVP, maintains files, record keeping systems, supports time keeping, and office layout and materials.
- Works as a collaborative team member of the administrative staff, acting as Back-up support to other Admins as needed
- Support training and conferences with prep and logistics needs
- Provide sophisticated administrative support requiring a broad and extensive knowledge of company policies, procedures, and practices.
- Lead and drives administrative projects as assigned and performs other duties as needed.
Qualifications
- Proven experience in complex administrative roles, preferable supporting executive leadership levels in fast-paced and dynamic environments.
- Proven success of balancing many things at one time, ability to shift gears and prioritize, think ahead while paying close attention to the details
- High integrity, proven trustworthiness, and openness to feedback is critical.
- Outstanding communication (both written and verbal) and interpersonal skills with proven ability to build effective relationships and collaborate with others.
- Strong Microsoft Office experience required, specifically PowerPoint, Excel, Outlook, and Word.
- The demonstrated ability to leverage technology for presentations in a lead and support role with various levels across the organization.
- Ability to service and engage with a large group of executives (VP/AVPs)
- High degree of flexibility, change management skills, and problem-solving capabilities.
- Ability to manage projects, adhere to deadlines, focus, and seek input in prioritizing when needed.
- Former experience scheduling meetings, managing multiple calendars, arranging travel schedules and processing expenses critical.
- Strong ability to collaborate with and cover other Administrative Assistants
- Great at being resourceful and leveraging relationships to problem solve
- Large corporate environment work experience highly preferred.