Executive Administrative Assistant

Job Description

POSITION SUMMARY: Works under the direction of the President, PPP North America. The individual in this role will take the initiative to engage with team members, solve problems, gather needed information, produce reports, and conduct work requests to help make team members more productive.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage scheduling for leadership, including making appointments and prioritizing the most sensitive matters
• Assist with travel logistics for leadership, including travel planning, developing itineraries, arranging accommodations, etc.
• Assist in the resolution of complex, sensitive, and confidential administrative matters
• Provide clerical and administrative tasks including drafting emails, track action items/agenda items from meetings, prepare end of day activity reports re: scheduling actions
• Send calendar scheduling data calls to staff and update leadership’s calendar, as needed
• Organize and prepare meetings, including gathering documents and attending to logistics of meetings, sending reminders, etc.
• Manage and complete submission to Concur for all President’s business expenses
• Prioritize emails and respond on behalf of leadership, when necessary
• Must achieve a confidential status in aspects of materials, duties and assignments related to the role and execution.

Qualifications

• Professional level written and verbal communication skills
• Time management skills with a proven ability to meet deadlines
• Ability to pay attention to detail
• Organization skills: Ability to multitask; Project management skills; political savvy
• In-depth understanding of MS Office suite
• Proficient with technology
• Ability to manage confidential information with diplomacy and tact
• Initiative-taking approach to problem-solving with strong decision-making skills
• Must be able to meet deadlines in a fast-paced quickly changing environment

Additional Information

P H Y S I C AL D E M AN D S:

• Sitting                                                  6 or more hours per day
• Standing                                              Infrequent standing
• Lifting                                                  5-10 lbs. (File boxes)
• Twisting                                               Infrequent twisting
• Bending                                               Infrequent bending
• Squat/ Kneel                                       Infrequent squatting/ kneeling
• Endurance                                          Minimal Energy requirements

CANDIDATE ATTRIBUTES:

• Attendance and punctuality.
• Available to work occasional overtime during month-end to meet time sensitive deadlines.
• Confidentiality with sensitive materials, tasks and assignments as assigned.
• Be able to work for and with Senior management members at the Berlin locations as assigned.
• Working efficiently without creating distraction or disruption to other employees.
• Work ethic with integrity and ability to execute multi-tasking events throughout the day.
• Integrity driven to assure all assigned work completed within guidelines of the expected outcome.
• Compliance with company policies and procedures.
• The morale and spirit within the department is maintained including the degree of cooperation, communication, and coordination between employees and the degree of success in solving problems.

*Any equivalent combination of experience and training which provides the required knowledge, skills and abilities may be substitute at management discretion.