Executive Assistant

Executive Assistant

This role will provide administrative support to three Vice Presidents on our Experience Design Leadership team. This role requires attention to detail, the ability to deliver results on set timelines, outstanding organizational skills, and proactively jump in to take on tasks.

The right candidate will possess a bias for action in completing critical tasks and projects quickly, react with appropriate vitality, and have a good sense of humor to keep it all in perspective. Experience with handling complex calendars; coordinate travel; processing expense reports is a requirement. Experience working with distributed teams, international time zones, and in a global company is a plus.

Special projects as requested and other administrative tasks as needed. Works on assignments that are moderately complex in nature where judgment is required in resolving problems and making recommendations.

Responsibilities for this position include the ability to partner with the executive team and other Executive Assistants to create a seamless support environment. This role requires someone who can think and plan ahead to handle multiple concurrent requests appropriately and manage time effectively.

What you’ll do:

• Ability to balance multiple complex calendars.

• Arrange simple and complex travel arrangements, domestic and international.

• Support and participate in strategic initiatives or cross-group programs contributing to the overall organizational strategy.

• Arranges group or team meetings. Collection of meeting minutes and action item during meetings. Organizes group events and meetings both onsite and offsite. Has responsibility for planning, budget, and logistics simple and complex meetings.

• Coordinate employee setup, equipment orders and assist with onboarding.

• Processes expense reports.

• Creates simple and sometimes advanced correspondence including complex and sensitive emails, letters, memos, and reports.

• May occasionally write key communication pieces for executives.

• May sometimes have high level of contacts of sensitive nature inside and/or outside the company. Knows and uses formal and some informal channels to achieve faster work results for the team.

• Communicates effectively with the team and other staff.

• Communicates sensitive or confidential information appropriately.

Who you are:

• Resolves a range of issues in imaginative as well as practical ways. Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

• Highly developed planning and organizing skills. Able to anticipate change, adjust responses accordingly and initiate steps to maximize resources toward a common objective.

• Proficiency with Microsoft Office: Outlook, Excel, Word, PowerPoint, and SharePoint (Experience with design software plus, Miro/Figma).

• Detailed planning, time management, and organizational skills.

• Exceptional written, verbal, and interpersonal communication skills.

• Team and customer service orientation.

• Positive, proactive, and able to have fun at work.

• Associate or Bachelor's degree preferred; or equivalent related professional experience.

• Minimum of 5 years of related experiences.

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