Executive Admin Assistant
Job Summary
Job Description
This position supports the Sr. Vice President of R&D by providing administrative and secretarial services to meet company objectives. Responsibilities include managing calendars, scheduling meetings, preparing agendas, arranging logistics, and taking meeting minutes. The role also involves providing office support, managing expense reports, assisting with special projects, event planning, and handling confidential information. The role requires creating presentations, managing purchase requests, building rapport with management, and making travel arrangements. The candidate must have excellent communication skills and adaptability.
Must have:
- Excellent interpersonal and communication skills.
- Adaptability and flexibility to changing demands.
- Ability to exercise independent judgment.
- Proficiency in Microsoft Office Package.
7 skills required
Job Details
The purpose of this position is to support and enhance the productivity and effectiveness of the Sr. Vice President, R&D, in meeting company objectives through the performance of administrative and secretarial services. The objectives of the position are to support the multiple needs of all US Micro R&D Operations as well as throughout the company to enhance their productivity while providing a highly professional relationship and interaction with employees and external contacts.
This position requires to be in St Louis. Hybrid schedule
Job Responsibilities:
- Calendar and Schedule Management: Coordinate and manage executives' calendars, appointments, and meetings. Ensure that time is allocated effectively and avoid scheduling conflicts. Prepare meeting agendas and arrange logistics for meetings both (domestic and abroad. international).
- Meeting Coordination and Support: Organize and schedule meetings, ensuring that all necessary materials are prepared. Take meeting minutes, if required, and follow up on action items. Coordinate virtual or in-person meetings, including managing technology for remote meetings. Monitors schedules and calendars, arranges meetings with individuals or multiple sites.
- Office and Administrative Support: Order office supplies and ensure that the office is well-equipped and organized.
- Monitor and submit expense reports (Concur) and manage the executive’s budget or expenses. Manage Departmental PCARD spending and submit expense reports via the Works program on a regular basis.
- Assist with special projects and research as needed, with the ability to pivot as necessary.
- Event Planning and Coordination: Help plan and execute events, conferences, or team-building activities. Ensure all logistical details are taken care of, including venue, catering, and guest lists. Confidentiality and Discretion: Handle sensitive and confidential information with discretion. Maintain the privacy and integrity of executives’ personal and professional matter
- Creates and/or maintains complex presentations using PowerPoint. Creates confidential Word and Excel documents such as letters, performance reviews, etc.) for tracking and management of Key Performance Indicators
- Enters purchase requests into the SAP Eproc system, tracks orders and enters goods received.
- Ability to build a good rapport with the various levels of management within the company, as well as their respective Administrative Assistants.
- Make travel arrangements, ie flights, hotel reservations, rental cars.
- Day-to-day organization skills, strong communicator on behalf of the Sr. VP, and highly confidential.
- Maintain company-wide training.
- Additional responsibilities as assigned by the Sr. VP.
Minimum Requirements:
- High School degree required
- Requires a minimum of five (5) years in progressively responsible administrative support role, preferably in manufacturing environment.
Key Skills & Attributes:
- Must have excellent interpersonal and communication skills to enhance interactions with customers, employees, site visitors, and others.
- Must exhibit adaptability and flexibility to adjust to changing demands, timelines, and deliverables.
- Requires ability to exercise independent judgement, prioritize, and take action to manage the needs of a group of senior leaders who are often out of the office.
- Requires proficiency in the use of computers including Microsoft Office Package (Word, Excel, Power point, Outlook, Teams).
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