Executive Assistant

Perform a wide variety of administrative duties including

• Global calendar management, international travel arrangements, organizing itineraries, processing expenses, booking conference rooms and managing catering needs – all while adhering to company expense guidelines.
• Secure all necessary visas for international travel.
• Facilitate the organization of department events - such as workshops, management meetings and team building events.
• Select and support the negotiation process for venue contracts – meeting space, catering, AV, etc.
• Support event and group travel logistics.
• Prepare meeting materials including presentations.
• Register office guests – internal and external. Meet & greet these guests.
• Confirm conference rooms and clear/set-up rooms as needed.
• Organize and file documents, create a filing system and manage task lists.
• Handle telephone calls, mail, shipping and messenger runs as needed.
• Order/retrieve VP lunches as requested.
• Partner with the People team on on-boarding and off-boarding activities for department members.
• Work independently, perform special projects by coordinating required activities, develop forms/reports, and interact with outside/inside sources to obtain required information.

Job Qualifications

• Five years or more secretarial/administrative experience, preferably in senior executive office environment. Experience working in an international company is a plus.
• Excellent PC skills – Word/Excel/PowerPoint.
• Ability to handle highly confidential information.
• Experience managing a department budget is preferred.
• Strong initiative, verbal/written communication, organizational and administrative skills required.
• Ability to work independently, set priorities and coordinate multiple projects.
• Effectively and efficiently prioritize multiple tasks along with working well under pressure and tight time frames.