Job Description

Major Duties and Responsibilities:

· Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executives and organizations to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions and recommendations.

· Manage, maintain, and coordinate highly complex and changing calendars, schedules for internal/external meetings, and organizational functions; as well prepare flawless communication materials on behalf of internal and external customers.

· Coordinate detailed and complex global travel arrangements understanding time zones and geographies ensuring executives have appropriate documentation (passports, visas, invitations) and any other travel requirements) in advance prior to trips. As well as facilitate travel plans, flow, agendas, materials, and itineraries utilizing executives time efficiently.

· Coordinate and arrange a wide range of critical tasks, projects, programs, small events for meetings and entertainment of visitors to meet deadlines from beginning to end.

· Perform reference work from a variety of sources both inside and outside of the company and prepare special reports, summaries, or digests of a complex nature. Provide web research as needed.

· May attend executives leadership meetings, set agendas, take meeting minutes, manage and track action items, and maintain time keeper, as well as be intuitive and proactive as an active participant in managing projects and tasks that may arise.

· Drafts and prepares routine and advanced correspondence including emails, letters, memoranda, meeting minutes, summaries, and reports. Review outgoing correspondence for accuracy, format consistency, signatures, and conformance with executive procedures and company branding.

· Create organizational POs and process invoices through systems such as Netsuite and Coupa..

· Anticipates and/or identify needs and issues within the executives organization and proactively initiate and/or facilitate solutions.

· Compiles prepare and process executive's expense reports through Expensify program. Screens all incoming correspondence and determine if executive action is needed.

· Use political savvy and sophistication to filter through and facilitate actionable items.

· Key liaison for the group and on-the-job contacts including internal and external customers, internal company executives, parent company executives, trade associations, community, and political representatives.

· Work closely with executives, administrative staff, employees, and teams creating and maintaining working relationships

· Performs other functions such as organizing and maintaining confidential files, records systems of the organization, preparation of recurring internal reports, maintaining contacts/customer database, etc.

· Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers and competitors.

· Play an active role in creating a safe and healthy workplace and comply with all applicable safety and health rules.

· Provide partnership administrative support and cross-coverage to Sales Administrative Lead, Team, and Staff, as necessary.

· Other duties as required.

Required Profile (education, experience):

· Preferred BS or BA with 5+ years of continual experience supporting multiple Vice Presidents and above with at least 2 years' working within a highly demanding fast-paced Sales organization.

· Exceptional calendar management skills.

· Exceptional communication skills, verbal and written.

· High level of integrity with a humble nature; fully capable to take initiative, manage and oversee various projects from multiple management; being highly proactive and intuitive, detailed oriented, self-motivated, adaptive, and creative.

· Proven skills analytically with abstract problem-solving.

· Exceptional professionalism, soft-skills and being a team player.

· High level of work ethics, integrity, confidentiality, and flexibility.

· Advanced level MS Office Suite (Word, Excel, PowerPoint, Outlook, Project Google Drive).

· Must be highly reliable, dependable, flexible, and adaptable with schedule and time management; able to work independently.

· Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships, Safety.

Core Fundamentals : (candidates must display)

· Trusted Partnership: Reliable, dependable, intuitive, and proactive.

· Delivery with Quality and Accuracy: Quickly responds and delivers with quality and accuracy..

· Productivity: Efficient, highly organized, and detailed oriented.

· Understanding Business Preferences and Priorities: Understand business dynamics, processes, and practices.

· Teamwork: Collaborative within diverse multi-cultural environment, cross-functional teams, key stakeholders, and admin organizations..

· Value added: Resourceful, supportive, discipline, motivating, and customer focus.

Scope:

· Knowledge / Skill - As a highly skilled specialist, contributes to the development of concepts and techniques. Completes complex tasks creatively, efficiently, and effectively.

· Job Complexity - Works on moderate to complex assignments requiring considerable judgment, takes initiate and anticipates general day-today support. Understands implications and scopes of work where analysis of situations or data requires a review of a variety of factors to make recommendations for solutions to meet deadlines and expectations for requests. Exercises judgment within defined procedures and practices to determine appropriate action. Builds productive internal/external working relationships.

· Supervision – Self-starter, normally receives general instructions to determine methods and procedures on new assignments. May receive detailed instructions on new projects or assignments.

· Experience - Typically requires a bachelor's degree and a minimum of 8 years of related experience; supporting multiple VP levels and above in a fast-paced environment.