Position Details:

Reporting into the Head of Global Services and Delivery, the Executive Administrative Assistant coordinates the administrative duties for the Core BSS – Global Services leadership team.  The responsibilities of this role include scheduling coordination, managing the flow of information to and from the leadership team and triaging matters that require attention of the leadership team.  The role also proactively manages varied office tasks such as mailing, preparing documents and presentations, managing leader calendars, travel coordination, planning events, and working as a liaison to the IT and facilities teams to coordinate the needs of the team.  A high level of trust and confidentiality is expected in the role.

Responsibilities:

• Interact with company leaders and other individuals both internally and externally on matters relating to the day-to-day operation of the business; these matters can, at times, be of a highly confidential nature. Respond to questions by identifying and implementing workable solutions to problems with minimal guidance.
• Create, review, proofread and format correspondence of a complex nature which requires understanding of leader’s views, general office policies and technical matters.
• Organize and perform support duties keeping business and scheduled commitments timely. These duties include but are not limited to: Noting commitments made by leaders during meetings; establishing appointment priorities and rescheduling or redirecting meetings or invitations; acting as calendar gatekeeper for leadership team, including arranging meetings in multiple time zones.  Heavy domestic and international travel coordination.
• Process expense reports in a timely manner for leadership team. Process invoices for payment to various vendors. Research and resolve invoice and payable issues, as needed.
• Independently project manage assigned initiatives, end to end, with limited supervision.  Exercise self-direction, good judgment and diligence in identifying resources, mapping out and executing action plans, gathering and organizing data, and communicating with involved parties.  Keep leaders informed as necessary.
• Prepare moderate to complex materials needed by leadership team for general meetings and appointments. Create and maintain files, documents and other records, as requested,
• Maintain storage security of confidential information, ensuring privacy.
• Generate or update reports, spreadsheets and other documents using a set schedule and prescribed approach. Create and distribute presentation materials for meetings in collaboration with the executive.
• Provides support for on-site meetings including any coordination of video, audio, and agendas. Plan and coordinate special events (off-site meetings, conventions, etc.).
• Negotiate most of the basic services associated with meetings and events to get best service at lowest cost.  Demonstrate exceptional judgment and decision making in securing of services, to ensure high quality and appropriate coverage.
• Consistently strive to improve department/business unit methods in order to improve or simplify procedures or suggest cost reductions
• Provide cross-department support as needed. 

Education

• High School Diploma required. Bachelor’s Degree strongly preferred

Experience

• Minimum of 7 years of administrative experience providing executive level support
• Advanced proficiency in MS Office: Outlook, Word, Excel, PowerPoint, and Visio
• Excellent verbal and written communication skills with the ability to communicate and collaborate with all levels of the organization
• Strong attention to detail with the ability to take initiative
• Must be able to multi-task and complete projects on time, with high quality, and within the budget guidelines
• Demonstrated high level of energy and initiative to handle multiple projects in a fast-paced environment
• Ability to work independently and make sound decisions
• Critical thinking skills
• Demonstrated experience in setting priorities, solving problems, and being resourceful
• Ability to read, write, speak and understand the English language in a business environment

• Administrative experience supporting a global organization preferred