Executive Assistant role at IMO Oberflächentechnik providing administrative support and office organization. Coordinating meetings, managing correspondence, and overseeing projects.
About the role
- Executive Assistant responsible for day-to-day administrative support for executive leaders. Managing calendars, travel arrangements, and internal team coordination within a benefits provider company.
Responsibilities
- The Executive Assistant is accountable for the management of day-to-day administrative support for the Head of Operations & VP of Customer Experience.
- Light support will be provided to supporting Vice Presidents.
- Manages all aspects of the leaders’ calendars and provide support for their teams as needed.
- Promptly schedules meetings as requested, uses discretion to prioritize meeting requests, ensuring meeting conflicts are avoided and the leader’s business priorities are considered.
- Where necessary provides agendas/pre-reads to meeting participants.
- Works with internal and external partners to book meetings; proactively prepares all meeting materials.
- Coordinates booking (virtual) rooms, tracking agenda items, coordinating catering (if applicable) and technology services, and planning for guests to be greeted, as required.
- Responsible for sitting in the reception area of our Milwaukee Office which includes greeting guests.
- Take ownership of the logistics for meetings and maintain detailed minutes.
- Helps to organize monthly and quarterly meetings for the team and collects agenda items.
- Monitors and responds to emails on behalf of the leader.
- Tracks action items, requests, and other important deadlines on behalf of the leader.
- Manages all travel arrangements, accompanying material for the leaders, and provides support for the team as needed.
- Thoughtfully manages the leader’s travel arrangements (both domestic and international) ensuring complex itineraries are accommodated.
- Makes appropriate arrangements ensuring travel preferences are considered and can troubleshoot travel problems as needed.
- Prepares expense reports for the leader and their direct reports in a timely manner, resolving all issues.
- Manages relevant purchase orders for business unit.
- Builds strong relationships with EAs and other internal partners.
- Provides backup for other administrative staff within SLF U.S.
Requirements
- A minimum of 3 years’ experience working as an Executive Assistant supporting senior leaders
- Advanced mastery of the full Microsoft office suite, including Word, PowerPoint, Excel, Adobe, OneNote, and SharePoint
- Experience with Zoom, Microsoft Teams, Concur Expense Management and Workplace is a plus
- Experience working in a corporate environment
- Excellent organizational, time management skills, and high attention to detail with the ability to manage changing priorities with ease
- Positive attitude; with a strong client service orientation; and a sense of humor
- Excellent verbal and written communication skills
- Excellent business acumen, with the ability to perform with professionalism, tact, and discretion; Manage highly sensitive information
- Strong interpersonal skills with the ability to work in both a team environment and on one’s own, requiring a high level of initiative, judgment, and problem-solving ability.
Benefits
- generous vacation and sick time
- market-leading paid family, parental and adoption leave
- medical coverage
- company paid life and AD&D insurance
- disability programs
- partially paid sabbatical program
- 401(k) employer match
- stock purchase options
- employer-funded retirement account
- flexible, inclusive and collaborative work environment
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