Executive Assistant
1 month ago
Provides administrative support to the EVP, Chief Human Resource Officer, and support to the corporate Human Resources team in other HR related tasks and projects. Serve as liaison between HR functional team to facilitate communications, build relationships, and establish a central point for the function.
What You'll Do :
o Manages the Executive team's calendars, schedules appointments, schedule priorities and anticipates and resolves calendar conflicts. Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings and handles all the logistics required.
o Organizes all the logistics for programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budget. Prepares agendas, notices, correspondence, and minutes for meetings.
o Keeps traveling calendar for function associates and facilitates lower T&E cost options for T&E for the department. Prepares the Executives weekly expense reports and documentation.
o Performs confidential and multipart administrative functions including composing and formatting confidential correspondence reports, and presentation materials. Responds to routine internal and external correspondence. Creates memos, purchase requisitions, payment requests and other department forms and documents.
o Produces various HR reports requiring analysis and data compilation. Create and refine PowerPoint presentations and excel documents/reports.
o Performs administrative project work that may include researching and gathering information from various sources, formatting, analyzing, and summarizing results. Maintains vendor master files and build relationships with counterparts at sites to facilitate appointments.
o Exercises discretion and independent judgment in daily operations when handling information and details of a highly confidential and critical nature.
What Experience and Education You Need :
o Professional office experience supporting C-level executive(s); or equivalent training and experience.
o Bachelor's Degree preferred. Associate degree or High School Diploma and applicable experience may be substituted in lieu of a degree.
o A combination of human resources and other relevant professional experience in a direct customer service capacity.
o Must have ability to understand and assess organizational need.
o Excellent computer skills. Strong experience with the utilization of MS Office products, including Word, Excel, and PowerPoint.
What Could Set You Apart :
o Strong planning, organizational, problem solving and communication skills, both verbal and written.
o Excellent customer service and interpersonal skills. Demonstrated ability to build and maintain business relationships with Executive-level decision-makers and internal resources at all levels.
o Strong computer skills with programs such as Microsoft Office, Outlook, calendaring, travel, and expense tools, etc. Specifically, strong PowerPoint and Excel skills desired.
o Self-starter who relies on experience and judgment to plan and accomplish goals. Must be self-motivated with high degree of initiative.
Physical Requirements :
The physical demands described below are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job
o Requires the ability to sit for long periods of time, with frequent interruptions
o Requires several hours per day of sitting, getting up and down from chairs, and reaching, or bending
o Requires manual dexterity with normal hand and finger movements for typical office work
o Talking, hearing, and seeing are important elements of completing assigned tasks
o May require travel by automobile and airplane
o May require visiting facility operations in temperatures at or below freezing
o May carry loads related to travel and occasionally lifts, carries, positions, or moves objects weighing up to 20 pounds
o Requires the use of various electronic tools
o Occasionally works evenings or weekends in order to complete objectives or to attend meetings
o Requires the ability to relate to others beyond giving and receiving instructions: must partner with colleagues without exhibiting behavioral extremes
o Requires the performance of work activities including reasoning, negotiating, instructing, persuading, or speaking with others; and respond appropriately to constructive feedback from executive management
Work Environment :
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
What We Offer :
Our associates know the answer to the question What's in it for me We offer best-in-class benefit programs and continuously work with our associates to ensure that our offerings meet the needs of their health and financial well-being. When you join Americold you join a values-oriented company with a clear mission. We help our customers feed the world.
Americold is an Equal Opportunity/Affirmative Action Employer and complies with applicable employment laws.
EOE/AA M/F/D/V DFW.
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