Leadership Assistant

3 weeks ago

Needham, United States Calyx Full time
What can we offer you?

Apart from job satisfaction, we can offer you:

HEALTH
  • Medical, Dental and Vision benefits for you and your family, including Flexible Spending Accounts (FSA)

YOURSELF
  • Paid time off policy including holidays and sick time
  • Internal growth and development programs & trainings

WEALTH
  • 401(k) program, life & accident insurance and disability insurance

Job Purpose:

The Leadership Executive Assistant is responsible for providing professional, effective, proactive and timely executive administrative support to the business unit leadership team, reporting directly to the Business Unit Chief Executive Officer.

There is a secondary line management to the Global Business Administration Manager to support the harmonization across the global administrative function.

Executive Support to Support to Chief Executive Officer
  • Managing a complex and busy Microsoft diary, touching different time zones.
  • Proactively conserving executive's time by reading, researching, and routing correspondence.
  • Global travel - multi-stop travel management over different time zones.
  • Arranging catering for meetings and events for the office.
  • Preparing equipment and materials for meetings.
  • Processing expenses and associated administration.
  • Proactively arranging and communicating agendas.
  • Minute taking in meetings, creating action logs, following up and managing updates.
  • Professional handling of calls and other correspondence.
  • Manage and support with adhoc projects and events.
  • Manage and drive internal engagement with other team members.
  • Manage and support the office operations, documentation, and compliance standards.
  • Manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail. Collaborate with teams and absorb information to assist the CFO and other leadership for awareness.
  • Complies with essential details and handle confidential information with utmost discretion.

Administration Support within the Global Leadership Support Team
  • Work closely with other Executive and Office Administrative Assistants.
  • Contributing to regular review of spend, patterns of spend and effective utilization of resources to ensure correct adherence to policy and prevent noncompliance.
  • Provide country and location support to internal and external visitors and coordinate travel, official and administrative logistics.
  • Active management of the shared Travel Management Microsoft diary.

Skills:

  • Previous experience as an Executive Assistant for stakeholders across multiple time zones.
  • Excellent interpersonal, verbal, and written communication skills.
  • Proven experience in all Microsoft Office packages.
  • Clear and effective interpersonal, verbal and written communication skills at all levels.
  • Highly organized with the ability to prioritise workload and manage multiple conflicting deadlines with attention to detail and within agreed timelines.
  • High attention to detail.
  • Effective team player.
  • Proven influencing skills.
  • A flexible attitude with respect to work assignments and new learning
  • Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail.
  • Must have the ability to work methodically in a fast-paced, time-sensitive environment.
  • Shows initiative and self-confidence, is adaptable and can cope with changing and evolving priorities.
  • Ability to work within the Global Leadership Support Team to identify and implement process improvements.
  • A self-starter and able to work under own initiative.
  • Ability to operate collaboratively within a global team environment.
  • Takes ownership and responsibility.

Knowledge and Experience:

Knowledge of working in a fast-paced matrix organization.
  • Experience of working within teams across various countries and cultures.
  • 2-8 years minimum office management experience.
  • Experience of organising, supporting and delivering events and projects e.g. workshops, governance boards and other events involving external stakeholders, as well as delivering discrete packages / initiatives
  • Experience of co-ordinating complex requirements and multiple demands, liaising with a range of internal colleagues (including senior staff) and external stakeholders.
  • Experience of planning complex travel and associated travel visas.

Education:

  • English: Fluent.
  • Bachelor's degree or equivalent qualification/experience in business administrative role.
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