Job Description:
Vertiv is looking for an Executive Assistant II in Westerville, OH to support the Americas Vice President of Operations by handling a variety of complex situations. They will support the administrative function of the office and leadership team for the Americas. This level is marked by independent initiative and scale of contribution to the office, expertise in the use of company processes and applications, and ability to respond and handle issues so as to maximize the efficient use of the executive's time.
RESPONSIBILITIES
- Performs activities and uses judgment to help discern priority of issues in conjunction with the executive so as to efficiently guide executive's schedule and meet obligations in a timely manner.
- Assures good flow of communication with executive so as to effectively address issues and alleviate reactionary responses to unknown situations.
- Drafts anticipated materials needed by the executive for correspondence, presentations, appointments, meetings, etc. using a variety of professional software suite applications.
- Facilitates operations by coordinating tasks and activities with the use of project management tools.
- Provides administrative input regarding the design, implementation, and enhancement of automated systems.
- Keeps abreast of advances in relevant office automation technology, equipment, and software applications.
- Helps implement automated document management systems within office/department.
- Communicates and handles incoming and outgoing electronic communications on behalf of executive.
- Organizes executive files and materials to facilitate effective use of executive time and efficiency of office operation.
- Distributes correspondence on executive's behalf.
- Drafts special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of different sources and maybe analytical in nature.
- Compiles records, documentation and data necessary for unique, sensitive and standard reports and prepare for executive use.
- Performs executive administrative duties, usually of a confidential nature.
- Schedules appointments, meetings, and other events, effectively managing and prioritizing the executive's calendar
- Takes and transcribes notes and dictation for executive.
- Reads and routes incoming mail.
- Locates and attaches appropriate file to correspondence to be answered by employer.
- Composes letters and memoranda from dictation, verbal direction, or from knowledge of the company policy or procedures.
- Composes and types routine correspondence and files correspondence and other records.
- Answers phone, gives information to callers, routes call to appropriate person and places outgoing calls.
- Makes travel arrangements for executive (and others as directed) and submits expenses for budget and reimbursement within policy guidelines.
- Files corporate documents, records and reports.
- Drafts responses to correspondence containing routine inquiries.
QUALIFICATIONS
Minimum Job Qualifications:
- 6 years experience at an executive level.
- PowerPoint and preparing for executive presentations.
- Attention to detail and assertiveness.
Preferred Qualifications:
- High degree of skill/knowledge of Microsoft Office Suite, PowerPoint and PC software.
- May require specific secretarial skills or experience such as dictation, shorthand.
- Manages multiple projects/tasks simultaneously.
- Demonstrates ability to plan, set priorities, organizes and coordinates work with others.
- Attention to detail through accuracy and completeness of information.
- Professionalism (e.g. cooperation, courtesy, assertiveness, non-defensiveness, accepting constructive criticism, and maintaining confidences).
- Solid customer relations skills by providing prompt personalized service.
- Ability to meet multiple deadlines in a timely manner (time management and stress).
EDUCATION AND CERTIFICATIONS
- Associates degree in Business or related field and at least 6 years of administrative experience.
PHYSICAL & ENVIRONMENTAL DEMANDS
- N/A
TIME TRAVEL REQUIRED
- N/A
OUR CORE PRINCIPALS: Safety. Integrity. Respect. Teamwork. Diversity & Inclusion.
OUR STRATEGIC PRIORITIES
- Customer Focus
- Operational Excellence
- High-Performance Culture
- Innovation
- Financial Strength
OUR BEHAVIORS
- Own It
- Act With Urgency
- Foster a Customer-First Mindset
- Think Big and Execute
- Lead by Example
- Drive Continuous Improvement
- Learn and Seek Out Development
Vertiv is an Equal Opportunity/Affirmative Action employer. We promote equal opportunities for all with respect to hiring, terms of employment, mobility, training, compensation, and occupational health, without discrimination as to age, race, color, religion, creed, sex, pregnancy status (including childbirth, breastfeeding, or related medical conditions), marital status, sexual orientation, gender identity / expression (including transgender status or sexual stereotypes), genetic information, citizenship status, national origin, protected veteran status, political affiliation, or disability. If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by sending an email to help.join@vertivco.com. If you are interested in applying or learning more about this role, please visit the company's career page located on Vertiv.com/Careers
Work Authorization
No calls or agencies please. Vertiv will only employ those who are legally authorized to work in the United States. This is not a position for which sponsorship will be provided. Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J, or TN or who need sponsorship for work authorization now or in the future, are not eligible for hire.
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