Job Description

Key Responsibilities:

• Safeguard sensitive and confidential information, ensuring it is shared only within the appropriate scope of authority.
• Manage complex executive calendars, scheduling internal and external meetings using Microsoft Outlook and Teams.
• Partner closely with fellow Executive and Administrative Assistants to coordinate cross-functional meetings involving senior leadership.
• Plan and coordinate logistics for internal and external events, such as workshops and team-building activities.
• Book and manage travel arrangements (domestic and international) including flights, hotels, and transportation via Concur and company-approved travel providers.
• Prepare and submit timely, accurate expense reports in line with company T&E policies using Concur.
• Handle logistics for meetings and events, including:
• Reserving conference rooms and working with Facilities when needed
• Planning offsite events (venue booking, hotel blocks, restaurant reservations, and transportation)
• Assembling agendas, gathering and distributing materials, and collecting pre-read documents from presenters
• Arranging for AV/IT needs and liaising with internal tech support
• Launching presentations on behalf of speakers if requested
• Organizing catering and managing attendee communications
• Ensuring access and technical setup for external guests
• Utilize tools like CoPilot to capture meeting minutes and follow up on action items.
• Format and finalize PowerPoint presentations to align with corporate branding and presentation standards.
• Draft business correspondence, including emails and formal letters, on behalf of executives.
• Create and process purchase orders, check requests, and invoices through SAP; serve as a point of contact for select vendor relationships.
• Support ongoing projects and special assignments as needed.

Required Qualifications and Skills:

• Highly dependable with exceptional attention to detail and organizational skills.
• Strong ability to manage several priorities simultaneously, meet deadlines, and adjust to changing needs.
• Demonstrated sound judgment and ability to work independently.
• Proven experience planning offsite meetings and events, including all logistics and vendor coordination.
• Comfortable learning and using enterprise platforms such as Workday, Adobe Acrobat Pro, Smartsheet, OneNote, and SharePoint.
• Advanced proficiency with Microsoft Office Suite, particularly Outlook, PowerPoint, Excel, and Teams.
• Solid experience using SAP for invoice processing and purchase order management.
• Outstanding communication skills, both written and verbal.
• Self-aware and team-oriented; collaborates effectively with colleagues and leadership.
• Able to engage with individuals at all levels within and outside the organization with professionalism and ease.

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