The Senior Executive Administrative Assistant will be responsible for providing executive level administrative, process and planning support to the SVP, General Counsel and SVP, Chief Human Resources Officer across a range of activities. This key incumbent will effectively manage the executive’s function with optimal coordination and communication across the leadership team as well as internal/external key stakeholders, partners and board members. The main responsibilities of the Senior Executive Administrative Assistant will include effectively prioritizing, managing and coordinating schedules, managing expenses, planning travel, drafting and/or preparing communications and presentations. This key team player will work across the legal and human resources teams to support all team projects and initiatives.
Responsibilities
Ensures CHRO and GC’s schedules/calendars are well managed, making changes as appropriate and acting proactively in identifying scheduling/meeting conflicts.
Schedules and coordinates global travel arrangements including all logistics preparation of itinerary, and associated expense reports.
Schedules and organizes meetings, conferences, and conference calls; using sound judgement, s/he interacts with and manages communications for/with internal/external stakeholders, i.e., leadership, analysts, board members.
Provides key support with respect to a wide variety of documents generally involving highly sensitive and confidential matters.
Manages assigned projects as required with minimal supervision; maintains all required records and documentation as needed.
Develops and/or improves office and department processes and systems; evaluates and recommends adoption of new software, tools and resources to improve departmental efficiency.
Prepares, organizes and ensures that required presentations, documents, reports and other materials are provided in advance of meetings. Support executives in the drafting and development of Word, Excel, and PowerPoint documents.
Creates and proofs required materials, establishing priorities and meeting deadlines.
Create Purchase Requisitions in SAP and processes department invoices through the company’s internal systems and external e-billing solution. Process, coordinate and follow-up on vendor invoices and payment status and track legal spend with third party service providers.
Support in creating Board of Director meeting materials and other briefing books, and generally assisting in the support of the Board of Directors.
Reviews and redirects all mail and incoming phone calls. If appropriate, follows-up to ensure action has been taken.
Performs other projects, assignments or duties as assigned.
Minimal travel may be required.
Qualifications
Bachelor’s degree with 5-7 years related experience providing c-suite executive administrative support in a fast paced, global organization required.
Demonstrated ability to juggle multiple competing tasks; maintains composure at all times.
Good understanding of legal terminology and documentation a plus
Able to handle sensitive and confidential situations with utmost discretion. Position continually requires demonstrated poise, tact, diplomacy and judgment; requires the highest ethical standards.
Demonstrated planning capability-strong organization skills and keen attention to detail; ability to prioritize and meet required deadlines.
Excellent written and verbal communication skills; able to generate communications on behalf of leaders where/when appropriate.
Proactive with a high level of responsiveness and follow-through; ability to meet requests in a timely manner.
Team player: works well with others and supports efforts across the department and team when needed.
Experience in developing and improving office processes; continuous improvement mindset.
Exceptional interpersonal skills with an ability to interact with individuals across the organization and partner effectively.
Experienced in the Windows environment; Word, PPT, Excel, SharePoint
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Competencies:
Performs with integrity and reliability; takes responsibility and follows-through on commitments.
Persistent in getting things done quickly; makes timely decisions and offers solutions, even in the face of uncertainty.
Seeks managers perspective to expand own thinking; considers relevant data, risks, and the feedback of others when analyzing issues and making decisions.
Displays a natural curiosity; the urge to explore and seek innovation while remaining vigilant about gaining knowledge about our constantly changing environment.
Shows a willingness and desire to contribute to the success of ITT and learn what drives it.
Easily adapts to new work situations, processes, and technologies.
Seeks feedback to enhance self-awareness; pursues learning opportunities to grow and develop.
Shares information with others to ensure clarity and alignment; identifies opportunities to coordinate own work with other areas or team members.
Equal employment opportunity, including veterans and individuals with disabilities.
