Executive Administrator

Job Description:

Primary Responsibilities
The Executive Assistant will serve as the first point of contact for a C-Suite level executive. This role requires exceptional communication capabilities both verbally and written, both internally and externally, as well as a professional demeanor, collaborative style, exceptional analytical skills, an understanding of the needs of high-level executives, an ability to anticipate issues before they arise and manage all calmly and with sophistication.
The Executive Assistant must have the ability to maintain the utmost confidentiality and to work under pressure maintaining professional composure yet focused on execution. Much of the day-to-day work will center on prioritizing inquiries, making global travel arrangements, completing expense reports, scheduling meetings, calendar management, invoice processing and effectively managing the flow of incoming information insuring it is routed effectively and efficiently. Under general supervision, this individual will provide a broad range of administrative support, including confidential details. The specific daily activities may include the following.

• Works closely and effectively to keep the executive well-informed of upcoming commitments and responsibilities, following up appropriately.

• Prioritizes conflicting needs; handles all matters expeditiously, proactively and follows through on projects to successful completion often with deadline pressures.
• Utilizes a PC, MS Office Software and related software and technology to accomplish assignments.
• Receives and responds to routine correspondence following established procedures not requiring management review.
• Manages and maintains daily calendars and resolves scheduling conflicts, schedules various meetings and appointments.
• Arranges complex and detailed global travel arrangements, detailed itineraries, and agendas (including international air, hotel, car, etc.) for the client base
• Reconciles and maintains expense records, statements, and invoices.
• Creates, transcribes, and distributes meeting agendas and minutes.
• Maintains files documents appropriately while ensuring compliance with records management requirement.
• Creates and maintains Excel and other databases and organizational charts.
• Supports department-related work including meeting preparation, planning, scheduling, and processing purchase requisitions.
• Participates in project-based work as needed, while focusing on the coordination and prioritization of appointments and business obligations, managing calendars (Outlook), expense management (Concur), PO Creation in Ariba.
• Other duties as assigned.

Minimum Requirements
To be considered for this opportunity, the individual must possess the following experiences and attributes

• High school diploma required, associate or bachelor's degree preferred
• 7+ years related experience supporting similar Executive level leaders
• Excellent attention to detail
• Excellent references from other Executives or Executive Assistant’s
• Must possess exceptional verbal and written communication skills and executive presence
• Demonstrated ability to effectively manage confidential information to the highest standards
• Demonstrated ability to effectively work with both internal and external stakeholders under time pressures
• Ability to work in a fast-paced environment and ability to multi-task, prioritize and organize work under tight deadlines and changing priorities
• Ability to anticipate needs and proactively source/find solutions
• Ability to work with others and as part of a team and individually without direct supervision.
• Analytical skills using excel and related project work preferred
• Advanced proficiency in MS Office including PowerPoint, Word, Excel, and Outlook (Ex scheduling, managing multiple calendars/email boxes, meeting tools) with previous work experience with internal travel and expense systems
• Tech-savvy

Our Company:

Axalta has remained at the forefront of the coatings industry by continually investing in innovative solutions. We engineer technologies that protect customers’ products – whether they are battling heat, light, corrosion, abrasion, moisture, or chemicals – and add dimension and beauty with colorful finishes. We have a vast and ever-evolving portfolio of brands primed to play an important part in everything from modernizing infrastructure around the world to enabling the next generation of electric and autonomous vehicles.

Axalta operates its business in two segments: Performance Coatings and Mobility Coatings, which serve four end markets, including Refinish, Industrial, Light Vehicle and Commercial Vehicle, across North America, EMEA, Latin America and Asia-Pacific. Our diverse global footprint allows us to deliver solutions in over 140+ countries and coat 30 million vehicles per year. We’ve recently set an exciting 2040 carbon neutrality goal, in addition to 10 other sustainability initiatives, and we take pride in working with our customers to optimize their businesses and achieve their goals.