Executive Assistant – Global Chief Data Officer

Executive Assistant – Global Chief Data Officer

Requirements

• Associate’s degree or equivalent
• 5+ years administrative experience

Responsibilities

• Provides sophisticated administrative support for executives including the full management of calendars and meetings
• Applies specialized department software to generate reports, brochures, pamphlets, in-house publications, etc.
• Types and produces reports, letters, graphics, and other documents
• Handles routine correspondence as advised; may independently compose documents based on verbal direction and/or knowledge of company policy and procedures
• Assembles information for use in reports and meetings
• Coordinates all aspects of external and internal meetings
• Screens mail and telephone inquiries and directs these requests to the appropriate person, following up on replies if necessary
• Independently responds to questions and situations which arise during manager’s absence using discretion, judgment, and knowledge of department activities
• Investigates problems independently, determining method of research, data requirements, and analysis techniques
• Prepares reports and recommendations for management
• Sets up and maintains the filing system for assigned department, including confidential data, ensuring records are accurate and up-to-date
• May be responsible for the onboarding of new hires and contractors
• Ensures compliance with all quarterly security and compliance checks
• Troubleshoots and handles technical support for the team, including managing the ticket process with the help desk
• Assists in the development of PowerPoint presentations, including content and design
• Handles administrative projects and ensures the accurate and timely completion of tasks; projects may include research, correspondence, and/or other departmental work
• Captures information, tests for reasonableness, and analyzes data, potentially recommending changes and solutions to issues or problems
• Tracks expenses and invoices, ensuring payments are coded to the appropriate account; reports on monthly variances and researches discrepancies
• Coordinates and attends meetings, acting as a recorder of proceedings and coordinating follow-up actions
• Makes travel arrangements for department staff and processes related expenses
• Arranges function rooms, menus, and travel for large and small external meetings in accordance with company travel policies
• Trains and assists other administrative assistants and department staff in applying applications or department/company policies, procedures, and administrative systems
• Performs other duties as assigned, such as space planning, consulting time tracking, recordkeeping, maintaining office supplies, and managing invoice and purchasing activities
• Collaborates with others to ensure efficiency of administrative and support functions; may coordinate or collaborate on special projects or initiatives
• Mentors administrative support staff

Preferred Qualifications

• Proficiency with all MS Office applications, especially MS Outlook
• Experience prioritizing meetings, calls, and situations for executive review
• Strong activity coordination skills
• Proven ability in business partnering
• Service delivery efficiency