Executive Assistant - Merz North America, Inc

The Executive Assistant plays a key role in providing logistical support and office coordination to ensure the smooth operation of the organization. This includes assisting the Chief Marketing Officer with travel expenses, calendar administration, and other tasks in a fast-paced environment. Additionally, the position involves general office management, contracts and POs management and coordination of meetings and events.

Responsibilities

• Calendar Management:

  • Provide sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Set up staff meetings and maintains electronic staff calendars.

• Scheduling Meetings:

  • Works in a professional and focused manner to schedule internal and external meetings. Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.

• Meeting Preparation:

  • Use Outlook, Word, Excel, and PowerPoint to produce materials for internal and external meetings and conferences.

• Travel Arrangements:

  • Facilitates complex national and international travel arrangements, meticulously catering to the unique requirements of the Chief Marketing Officer and travel companions. Develops comprehensive travel itinerary portfolios for easy reference and remains accessible during travel to promptly handle any unexpected adjustments or cancellations.

• Expenses:

  • Accurately tracks expenses for Chief Marketing Officer by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.

• Correspondence:

  • Administers correspondence, manages incoming calls, and prioritizes phone messages, emails, and mail. Writes error-free, eloquent emails and letters for various events and announcements on behalf of the Chief Marketing Officer. Handles all calls and visitors with grace, sophistication, and professionalism.

• Note taking and distribution:

  • Take notes and distribute meeting minutes, agendas, and meeting packages.

• Support services:

  • Provide comprehensive support services to the Chief Marketing Officer that ensures a professional, responsive and effective experience with the organization as a whole to include directing calls/emails of a general nature.

• Confidentiality:

  • Maintains confidentiality and uses a high degree of discretion.

• Team event planner:

  • Organizes and manages internal team events. Their role involves event planning, logistics coordination, invitation, managing vendor, execution of the event, and budget oversight. Ensures that events run smoothly and meet the team’s objectives.

• Contracts and PO coordinator:

  • Responsible for managing and overseeing the contractual and purchasing processes within the team. Their tasks include: routing contracts through ICERTIS and managing POs and invoices in ARIBA.

Technical & Functional Skills:

• Administrative support expertise with computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint
• Extensive experience with coordinating international/domestic travel
• Decision Making Authority - within established guidelines, perform duties with minimal direction. Perform with minimal supervision tasks required to successfully complete assigned projects
• Provide systematic and dependable follow up, as well as a high level of organization and preparedness
• Ability to work collaboratively in a team environment with a spirit of cooperation and as a relationship builder
• 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
• Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide positive and energetic attitude

Minimum Qualifications:

• High School diploma
• Minimum of 7 to 10 years' experiences with demonstrated Executive Assistant abilities

Preferred Qualifications:

• Associate or higher degree in business/communications field
• Knowledgeable in creation of forms and pamphlets
• Project Management experience

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) Customer Support/Operations Generalist