The Executive Assistant will assist the CHRO and VP, Total Rewards in designated administrative details. Provide diversified administrative support including calendar management, travel management, meeting and event planning, word processing, telephone coverage, filing, preparing outgoing mail (e.g. Fed Ex), faxing, scanning and photocopying for the executives. Connect worldwide with Executive assistants in Asia, Australia, Europe and the U.S. Additional ad hoc support may be required for other staff within the department at times and the candidate will be expected to act as a local Administrative contact for peers and direct reports not based in King of Prussia.
Process invoices, and manage vendor contracts. Help process requests and approvals as appropriate.
Create and edit reports, memos, letters, presentations and other documents using MS Office (Word, Excel, PowerPoint)
Read and analyze incoming documentation and messages to determine their significance and identify appropriate next steps.
Open, sort, and distribute incoming correspondence and respond when appropriate.
Coordinate and organize meetings. Prepare agendas, reserve meeting rooms, and coordinate catering when necessary. Be comfortable with operation of meeting technology to help facilitate effective meetings. Transcribe and distribute meeting minutes as needed.
Act as liaison for collection of data needed to coordinate and complete projects on a local and global basis – some analysis needed. Follow up on outstanding action items with direct reports and other staff.
Create outstanding collaborative relationships with peers across the company and around the world.
Maintain inventory of office supplies for the department on site. Order supplies as necessary, track shipments, and distribute to team members as needed
Secures information by completing data base backups. Maintains customer confidence and protects operations by keeping information confidential
High School Diploma required, Bachelor or Associate’s degree preferred
10 years' Experience supporting global executives, preferably within HR or other corporate functions
Exemplary level of confidentiality
Advanced to expert skills in the following:
Microsoft Surface Hub (desirable)
Writing and editing
Willing to work flexible hours as needed (to accommodate global travel , etc.)
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