Addison Group is assisting a reputable client in the transportation industry to find an experienced Executive Assistant. The company is known for its inclusive culture, global reach, and strong industry presence. This position is vital in supporting high-level executives and ensuring smooth operations at the C-suite level.
Job Description:
The Executive Assistant will play a key role in managing the daily administrative functions for the CEO and additional executives. The ideal candidate is proactive, detail-oriented, and capable of managing complex tasks with professionalism and confidentiality.
Key Responsibilities:
Calendar Management: Coordinate and manage the CEO's and executives' schedules, including meetings, calls, and events across various time zones.
Travel Arrangements: Organize both domestic and international travel, including booking flights, accommodations, and transportation, as well as managing itineraries and expense reports.
Communication Management: Oversee executive email accounts, draft responses, and ensure efficient communication across the organization.
Meeting Coordination: Schedule and prepare for company-wide and smaller meetings, arrange venues, manage technology needs, and take minutes when necessary.
Document Preparation: Assist in the creation and formatting of reports, presentations, and other business documents, ensuring accuracy and adherence to company standards.
Liaison Role: Act as a point of contact for internal and external stakeholders, maintaining clear and professional communication.
Confidentiality: Handle sensitive and confidential information with discretion.
Special Projects: Support executives on various strategic initiatives, which may include conducting research, data analysis, and project coordination.
Office Management: Assist with general office duties, including ordering supplies, managing equipment, and ensuring the office runs smoothly.
Qualifications:
Experience: Minimum of 6 years of executive support experience, preferably supporting VP-level or higher.
Industry Background: Open to various industries, but candidates must have experience in organizations with 5,000 - 10,000 employees.
Education: Associate's degree preferred.
Software Proficiency: Advanced skills in Microsoft Outlook, with experience in Concur for travel and expense management.
Travel Coordination: Strong background in arranging international travel.
Additional Skills: Experience acting as a Chief of Staff or similar role is a plus.
Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran, in accordance with applicable federal, state, and local laws. Reasonable accommodation is available for qualified individuals with disabilities upon request.