The Executive Assistant is responsible for providing administrative support to the Chief Corporate Development Officer and the Chief Financial Officer including managing schedules, travel, and activities; meeting and event planning, presentations, excel and PowerPoint support and other projects.
Essential Duties and Responsibilities
Support Services:
Provide administrative support including organization, implementation and follow-up on tasks such as incoming and outgoing mail, expense reimbursements, etc.
Calendar Management:
Setting and managing the schedules as requested, and follow-up on action items
Correspondence:
Facilitate business communication between members of management, staff & outside business contacts. Prepare letters, reports, memos, E-mails, presentations and other documents using MS PowerPoint, Excel, etc. – High level of MS Office knowledge required
Travel Arrangements:
Coordinate and update travel arrangements, including flight, hotel and car reservations
Expenses:
Responsible for expense reporting input and tracking of receipts for monthly payment
Meetings:
Schedule meetings, coordinate events/activities and travel/lodging, incl. meeting preparation CCDO and CFO and other team members as appropriate. Coordinate logistics and materials for internal and external meetings, e.g. scheduling conference rooms, meeting materials, travel arrangements, set-up equipment, food, etc.
Note taking and distribution:
Take notes and distribute meeting minutes, agendas, and meeting packages to include updating Leadership SharePoint site
Confidentiality:
Handle and protect confidential information
Further Tasks:
Provide assistance on projects, perform general clerical duties to include but not limited to: photocopying, record keeping, faxing, mailing and filing, assist with tasks that keep the conference rooms and break room clean and well organized, facilitate tracking invoices, purchase requisitions and contracts for Aesthetics, executes ad-hoc requests for corporate development and global finance teams
Job Related Qualifications/Skills
Professional Experience
Required:
Minimum two (1) years’ experience with demonstrated Executive Assistant abilities
Knowledge, Skills, and Abilities
Required:
Administrative support expertise with computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint
Ability to work collaboratively in a team environment with a spirit of cooperation and as a relationship builder
Preferred:
Knowledgeable in creation of forms and pamphlets
Extensive experience with coordinating international/domestic travel
Provide systematic and dependable follow up, as well as a high level of organization and preparedness
Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide positive and energetic attitude
Display excellent communication skills including presentation, persuasion, and negotiation skills in working with guests, vendors, and team members and including the ability to communicate effectively and remain calm and courteous under pressure
Education
Preferred:
Bachelor's Degree
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
