Administrative - Executive Associate II

JOB DESCRIPTION - Executive Associate II, Global Inclusion & Diversity

Summary

This position is 100% on-site

The Executive Associate II position will provide administrative support for the Chief Inclusion & Diversity Officer as well as the members of the Global Inclusion & Diversity (GI&D) team. This individual will perform highly diverse administrative duties, which by nature of the position may involve high level contact and exposure to confidential information necessitating the use of tact, diplomacy, discretion, and judgment. Must have proven competencies and excel in organization, prioritization, multi-tasking, communication skills, as well as the ability to remain poised and focused in a fast-paced working environment.

Key Responsibilities

• General administrative support - provide executive level administrative assistance.
• Communication management - maintain team and subject focused distribution lists; distribute or cascade messages on behalf of the GI&D team.
• Calendar management - timely scheduling and prioritizing of meetings to ensure they occur within appropriate timelines across time zones, proactively resolve meeting conflicts.
• Travel & Expense (T&E) management - follow Client T&E policies, assist on business travel arrangement, visa application and reconciliation of business expense reports. Coordinate multi-leg national / international travel including but not limited to hotel, flight / train, car rental, restaurant reservations etc.
• Department events / meetings management - plan and execute a variety of different events and meetings; enable and monitor meeting readiness by assembling meeting materials, meeting room booking, meeting venue technology testing, catering services, distributing pre-read materials and meeting minutes.
• Issue management - liaise issues to proper resolution support teams related to technology equipment, software applications, facilities, etc.; Independently researches complex issues and escalates urgent issues to proper management teams or individuals for expedited resolution.
• Business operations support - Purchase orders (POs), office supply orders, and other administration services. Incumbent will be the point of contact for SOWs, POs, invoicing, business travel, onboarding etc.
• Interface in a professional manner with senior executives and matrix team members, handle confidential information with discretion and demonstrate diplomacy and excellent judgment in dealing with sensitive situations.
• Maintains professional and technical knowledge by remaining current with Client continuous learning modules.
• Collaborate and partner with all administrative associates from other Departments to ensure business needs and goals are met.
• Other duties related to the above within the company, as assigned.

Qualifications & Experience

If an accommodation is needed to equitably participate in the job application or interview process, please let your recruiter know.