Job Description:

You have a life. We like that about you.

At OCLC, we believe you'll do the best work of your life when you're living the best life possible.

We work hard to build the technology that connects thousands of today's libraries. But we also work hard to make a job at OCLC a meaningful part of a balanced life- not a substitute for one.

Technology with a Purpose. OCLC supports thousands of libraries in making information more accessible and more useful to people around the world.  OCLC provides shared technology services, original research and community programs that help libraries meet the ever-evolving needs of their users, institutions, and communities. With office locations around the globe, OCLC employees are dedicated to offering premier services and software to help libraries.

The Job Details are as follows:

This position provides executive administrative support to the CEO, and the VP Marketing and HR. In this role, a high degree of discretion, professionalism, strong judgment, people engagement skills, and flexibility are needed. This role also engages with OCLC’s Board by working with the executive assistant to the Board and by assisting the CEO with his/her engagement with the Board chair.

The individual in this position manages calendars, travel, correspondence, and expense reporting for the CEO, schedules sessions for the CEO with employees, provides support the CEO’s community engagement activities, and provides similar support for the Marketing/HR executive. In addition, this role helps with HR led employee engagement activities including events, rewards, and recognition.

• Provide administrative support to the CEO and VP, HR & Marketing using initiative and judgment to manage sensitive and urgent issues. Coordinate team meetings and individual meetings.


• Function as a liaison to external constituents and engage with people in a highly responsive, professional manner to establish meeting dates, prepare materials, arrange logistics, and coordinate activities as needed.


• Support the CEO’s community engagement schedule including local boards/committee’s/community meetings, etc.


• Responsible for business travel coordination including international travel, general correspondence internally and externally, phone coverage, and related office management activities.


• Serve as the back-up for the Administrative Assistant to the Board of Trustees. Engages intermittently with board members, helps with board material preparation and mailing.


• Coordinate Executive Team retreats – site location, accommodations, event details.


• Assist the HR team with employee related activities and engagement including employee recognition and reward programs, service awards, event ticket purchase and distribution.


• Utilize the HRIS system (Workday) to generate a variety of reports for the CEO and the HRVP.


• Coordinate inputs from multiple sources for the monthly HR/Marketing and staffing report.


• Handle catering requests with the OCLC cafeteria for meetings upon request.


• Work with the finance team and the front desk to coordinate the gift card reward program.

Requirements:

• At least 5-7 years prior CEO or senior executive assistant experience in a global firm. 


• Exceptional interpersonal and organizational skills are required. Ability to interact with high level executives and management on every level, to act independently, and to maintain the highest degree of professionalism and confidentiality in every aspect of the position.


• Ability to manage a multi-task workload, engage in emergency response as required, and to have flexibility with work hours when required.


• Demonstrated high level of proficiency with MS office and related software.


• Experience with Board management portals (e.g. Diligent) preferred.


• Associate degree in Business, Human Resources, or a related field or equivalent experience; BA/BS degree preferred but not required.


• Experience with HRIS systems; Workday experience desired but not required.

Working Conditions: Normal office environment.

ADA/EAA: The above statements cover what are generally believed to be the principal and essential functions of this job. Specific circumstances may allow or require some people assigned to the job to perform a somewhat different combination of duties.

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