Executive Admin Assistant

• Identifying expectations and requirements for all events from large scale meeting (i.w. Monthly Leadership Team Meeting and off sites) to smaller groups within the Engineering & ME Team (i.e. focus groups, new hire sessions)
• Coordinate, schedule and manage key meetings, events and conferences, to include the arrangement of meetings, room reservations to include technical savviness with technology, meals/refreshments, logistics and travel
• Liaising with the key stakeholders and administrative support within the Engineering & ME during the planning period to ensure everyone is carried along with the progress of all activities
• Ensuring that the event/meeting budget is properly managed and maintained
• Lead/Manage annual operating calendar of the Engineering Leadership Team and operational meetings throughout the year
• Organize, prioritize, manage and maintain the Executive's appointments and meetings
• Coordinate travel arrangements, prepare itineraries, secure air/ground travel and hotel accommodations
• Ensure proper documents are obtained for international travel and coordinate with overseas officers on logistical details
• Act as liaison between direct reports, employees and vendors
• Practice discretion and maintain a high degree of confidentiality when handling sensitive information
• Work independently and reliably
• make informed administrative and business decisions in support of the President as appropriate exercising good judgment and discretion
• P-Card/T&E Card and PO administration and reconciliation for the EA and the people they support
• Communicate specific instructions and/or requests to various individuals throughout the company
• Managing the allocation of hours for project managers related to capital expenditure (CapEx) projects
• Responsible for daily office operations, handling incoming mail and answering phone calls
• Maintain office efficiency with an ability to multi-task, prioritize and quickly adjust to new situations, assignments and deadlines
• Order office supplies, company swag and equipment as necessary
• Create PowerPoint business presentations with images, charts, graphs, or embed multimedia
• Provide follow-up to pending issues to assure completion of tasks

• Minimum of three to five years of administrative experience required
• Experience in a corporate environment
• prior human resources experience preferred
• Computer and digital tools savvy and proficient with Microsoft Office Suite (i.e., Outlook, Word, PowerPoint, Excel, and Visio)
• Exercise and maintain a high degree of confidentiality
• Demonstrates professional judgment and discretion
• Detail-oriented self-starter that exhibits sound judgment with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas and thrives in a fast-paced environment
• Excellent time management (e.g., meeting deadlines, resource management, etc.,) and interpersonal skills (e.g., flexible in collaborations, relationship management)
• Excellent oral and written communications
• Excellent organizational skills with an ability to multi-task, prioritize and quickly adjust to new situations/assignments and meet deadlines according to schedule in a fast-paced environment
• Conscientious with a meticulous attention to details
• Proficient in writing, proofreading and editing content/correspondence (i.e., correct typos, grammar and composition errors, etc.)

Prior human resources experience preferred