Executive Assistant

High energy self-starter who has the initiative to function autonomously, demonstrate resourcefulness, anticipate needs, prioritize responsibilities and take initiative to provide exemplary administrative support to Vice President and other senior staff.

Due to the international nature of Ceva’s business, this position must be very comfortable interacting with people from a wide range of cultures, languages, and backgrounds.

Personal Assistance to Vice President:

• Follow up on assigned tasks to ensure progress to deadlines on Ceva projects as assigned by the Vice President.

• Maintain meeting calendar for VP to ensure workflow; decide which events require VP’s presence. Reschedule conflicting meetings as needed.

• Provide breaks and work time on the calendar. Line up a proxy for VPs time away.

• When VP chairs meetings, be involved in projects as assigned and arrange meeting facilities, equipment, meals, etc.

• Work with Legal department and Regulatory Affairs department to coordinate VP’s original ink signatures, notarization and corporate seal as needed on legal documents

• Manage confidential information with discretion and exercise sound judgement in dealing with sensitive matters.

• Create and modify documents such as all staff emails, internal reports, memos, letters.

• May conduct research, compile data and prepare papers for consideration and presentation to the Vice President and the Leadership Team.

• All other duties as assigned

Travel Arrangements:

• Travel arrangements for VP, including flights and accommodation as needed.

• Research travel options – such as train travel in France- as needed.

• Prepare a detailed itinerary for each trip.

Administrative Point of Contact for Incoming Corporate Colleagues:

• Book hotel, coordinate rental car, order airport transfers as needed.

• Create detailed agendas as requested – specifically for executive committee members.

• Coordinate meeting invitations and room reservations per the agenda

• Coordinate lunches and evening dinners

• Alert the front desk to visitor traffic and ensure a site badge will be available for the visitors.

General Administrative Support:

• Microsoft Email distro Groups maintained – large group as well as several for VPs personal use.

• Organize and set up videoconferencing via Microsoft Teams in meeting rooms as needed.

• Submit marketing and other invoices for approval via the C-Buy system.

• Maintain a clean, professional-looking, safe and secure working environment.

Meeting & Event Management:

• Schedule Virtual Town halls (via Teams Live Event) and alternatively Coffee Chats with VP (in person) to ensure open communication to the campus.

• Set up and help coordinate in person meetings for the local GMSQ Leadership Team.

• Assist in facilitation of Tier meetings both in person and via Teams.

• Actively participate and in many cases lead the various employee events for the Bio campus and warehouses including employee engagement events, holiday luncheons and an annual All Employee offsite town hall.

• Support Vice President and other staff as specified by Vice President in assigned project-based work.

Expense Reports - Concur:

• Maintain credit card expense receipts for VP. Keep expenses processed in a timely manner.

• Compile and submit for approval expense reports for the VP.

• On behalf of the VP, review and approve expense reports submitted by direct reports for approval.

• Be accountable for ownership of a company credit card including tracking of all expenses and submission of expense reports.

Additional Responsibilities:

• Public Notary designation in the state of Kansas

• Communications and Marketing Support

• HR payroll approval support

• Facilitation Community

• Event Committee

• Continuously review administrative procedures and recommend action to improve efficiency and cost-effectiveness.

• This position requires a pro-active approach, anticipating the needs of the Vice President and staff, and independently performing administrative support duties. They must be well organized, flexible and enjoy the challenges of supporting an executive office in a dynamic and fast-paced environment.

• Excellent communications skills. Due to the confidential nature of the functions that this position supports, strict ethical standards, professionalism and confidentiality are required. Must be confident and comfortable interacting with executive level business contacts.

• Intermediate proficiency level for MS Office Suite (Outlook, Word, PowerPoint, Excel, Teams) and internet. Must be able to operate standard office equipment.

Education:

Higher level education such as an Associate’s degree and/or Bachelor’s degree in business administration or related field is preferred. High School diploma required.

Work Experience:

Minimum 4 years’ experience supporting C-level executives. Must have or in the near future be able to obtain a Public Notary Designation for the State of Kansas

Sitting and/or standing at a computer for prolonged periods of time. Manual dexterity required to interface with computer keyboard, mouse, etc. Frequently required to walk shorter distances between various buildings on the Ceva campus.

Standard office environment.

Position will require 5% or less time for business travel.

This job description is intended to convey information essential to understanding the scope of the job and general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, duties and responsibilities or working conditions associated with the job. This job description is not an employment contract. Ceva reserves the right to modify job duties and/or job descriptions at any time to meet the needs of the business.

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  VEVRAA Federal Contractor

669B