Executive Assistant - Merz North America, Inc
Raleigh, NC 27601
About the Job
The Executive Assistant primary responsibility is to provide logistical support and office coordination to the organization, ensuring the installation of appropriate systems and tools for the team’s success. Specifically, the position is responsible for providing assistance to a C-suite member, providing international travel support, meeting and event coordination and general office management oversight.
RESPONSIBILITIES
Support services - Provide comprehensive support services to Global C-suite Executive that ensures a professional, responsive and effective experience with the organization as a whole to include directing calls/emails of a general nature
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.
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 Executive. Handles all calls and visitors with grace, sophistication, and professionalism.
Travel Arrangements - Provides complex travel arrangements, including extensive international travel for Global Executive Responsible for becoming familiar with the specific, detailed needs of the Executive and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last-minute changes or cancellations.
Expenses - Accurately tracks expenses for Executive by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
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.
Note taking and distribution - Take notes and distribute meeting minutes, agendas, and meeting packages to include updating Leadership SharePoint site.
Confidentiality - Maintains confidentiality and uses a high degree of discretion.
Other duties as assigned.
REQUIREMENTS
- High School diploma required AS/BS degree preferred
- Minimum 3 years’ experience with demonstrated Executive Assistant abilities
- Extensive experience with coordinating international/domestic travel
- Administrative support expertise with computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint.
- Knowledgeable in creation of forms and pamphlets
- Project Management experience
- 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
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) Medical Affairs