Executive Assistant

We are recruiting for an exciting and beloved brand that is well-known, globally. The Executive Assistant will provide competent support to one dynamic leader and occasionally for three direct reports. This associate must be detail-oriented, organized and exhibit professionalism and discretion in all internal and external communications.

Purpose of Role: The purpose of the Executive Assistant is to provide the highest level of effective and efficient support to Senior Leaders. This Associate must have a high level of attention to detail, excellent organizational skills, and the ability to effectively and professionally collaborate with senior leaders and peers.

Key Responsibilitiesinclude, but are not limited to:

• Plan and execute complex, detailed domestic and international travel itineraries including all transportation, hotel accommodations, flights/trains and obtain all necessary travel documents.
• Manage complex calendars with independent decision making based on priorities which requires forward thinking and strategizing as well as comfort in scheduling within various time zones.
• Plan and coordinate internal meetings including reserving meeting rooms, catering, guest arrival arrangements.
• Plan and coordinate external meetings including hotel blocks, group transportation, property search, costs analysis, sending meeting invites, making food arrangements, etc.
• Process visas and passport renewals.
• Manage and prepare expenses and submit reports in Concur.
• Process and update purchase order requests in Ariba and set up new vendors.
• Interface professionally with leadership, internal staff, clients, key stakeholders and high-profile individuals.
• Undertake all assigned and ad hoc projects as requested.
• Take the initiative to identify and undertake opportunities that add value to the efficient operation of the team.
• Provide coverage for absent team members; assist in team member support as needed.
• Participate actively in Coordinator team meetings, trainings and engagement activities.
• Assist with onboarding new Coordinators and sharing knowledge.

Key Functional Skills/Knowledge:

• Advanced level of proficiency with Microsoft Office – Outlook, Word, PowerPoint, Excel and Adobe.
• High attention to detail is critical and the ability to effectively handle highly confidential/sensitive information.
• Ability to adapt to and learn quickly new technologies and systems.
• Recognize when extra time is required to complete a project and be willing to work overtime.
• Excellent interpersonal and organizational skills required.
• Team player, willing to go above and beyond to support executive leaders and administrative team.
• Travel may be required.

Desired Education/Key Experiences:

• High School diploma required, business college courses or bachelor's degree preferred.
• A minimum of three years' experience supporting senior managers or related experience/knowledge.
• Prior experience and above average proficiency in current software packages.