Executive Assistant role at IMO Oberflächentechnik providing administrative support and office organization. Coordinating meetings, managing correspondence, and overseeing projects.
About the role
- Senior Executive Assistant at Verisk managing calendars, travel, and communications for executives. Focused on organizational and administrative tasks to support executive management efficiency.
Responsibilities
- Manage multiple, ever changing calendar of appointments and proactively identify and solve for potential scheduling conflict
- Intense, extensive global and domestic travel planning, end to end management of complex and time sensitive travel logistics including scheduling flights, hotel accommodations, ground transportation, visa processing, etc. Anticipate, identify, analyze and solve issues/timing conflicts independently and discretely, and prepare detailed itineraries and ensure accuracy and timely delivery of travel documents to travelers.
- Manage all types of daily correspondence to ensure professional, accurate and timely response and appropriate prioritization.
- Prepare, reconcile and track expense reporting and reimbursement via Concur.
- Oversee the set-up and agenda for planning and execution of internal and external events, including researching venues, coordinating guest speakers, scouting locations, coordinating scheduling, accommodations, AV needs, catering, etc.
- Organize and safeguard all highly confidential company files and information.
- Assist in ad-hoc reports and other requests as needed. Assist with overflow, assistant back-up coverage and day-to-day tasks and provide support to visiting senior business leaders and other C-suite leaders, as needed
- Create and develop highly professional visual presentations for senior management.
- Answer phones for executive management. Take messages or field/answer all routine and non-routine questions. Work in cooperation with other executive administrative assistants to cover phones.
- Act as a liaison with other departments and outside companies; work cooperatively with all levels of staff. Handle confidential and non-routine information and explain policies when necessary to team and colleagues.
- Initiate and maintain organizational and tracking systems, including filing systems
- Successfully completes ad hoc projects including research and drafting assignments
Requirements
- 8-10 years’ experience in a senior administrative role supporting executives with global responsibility. College degree strongly desired but not required.
- Familiarity with a dynamic and fast-paced global company’s operating rhythm and processes; Must be able to adapt procedures, processes and techniques to the completion of assignments and in line with the department's and team’s needs.
- Excellent organizational, problem-solving and follow-up skills, and the ability to effectively handle multiple priorities while working under little supervision.
- Professional demeanor at all times, regardless of pressures of the job. Must be an exemplary representative of the company in all dealings with internal management/staff and external customers and partners.
- Executive presence, maturity and judgment, and sound decision-making in order to communicate on an executive level and maintain a high degree of confidentiality.
- High level of motivation, integrity, self-confidence and the ability to take initiative; collaborative team player with proactive approach. Establish and maintain strong working relationships with other executive administrative assistants across Verisk.
- Prior experience submitting expenses, providing heavy calendar management, and reviewing incoming correspondence / emails and preparing responses. Flawless skills managing Concur travel and expense programs, for global multi-currency travel, are required.
- Highly proficient in MS Office (Word, Excel, Outlook and PowerPoint) as well as other web based programs, video conferencing and scanning
- Proficiency in Diligent or similar Board of Directors management software preferred
- Effective interpersonal and listening skills, telephone etiquette, superior oral and written communication skills, proofreading skills and attention to detail.
- Ability to work with pace, good humor and independence, balanced with a consummate sense of professionalism.
- Driven to get things done with excellence and timeliness.
Benefits
- Health Insurance
- Retirement Plan
- Disability benefits
- Paid Time Off
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