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Senior Executive Assistant

4 months ago

Conshohocken, United States Quaker Houghton Full time
Job DescriptionJob Description

About Us

At Quaker Houghton, we are experts in the development, production and application of industrial process fluids, lubricants and coatings for the manufacturing industry. We have been an integral part in the growth of the world’s largest industrial and manufacturing companies from aerospace and automotive to primary metal and energy. Today, we have a global presence, with our corporate headquarters located in Conshohocken, PA. Quaker Houghton is a global publicly traded company with a unique collaborative culture that supports career growth for its associates and offers competitive compensation and benefit programs.

Job Summary

The Senior Executive Assistant will provide high-level administrative support to the Chief Executive Officer (CEO) and the Chief Human Resources Officer (CHRO). Reporting directly to the CEO, the Senior Executive Assistant provides executive support and serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Senior Executive Assistant will engage in follow-up actions with internal and external stakeholders; and oversee/support business projects with analysis and project management. The individual will have a positive attitude and enjoy working within an entrepreneurial environment that is results-driven and growth-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, organizational and planning skills, and the ability to run parallel tracks and maintain balance among changing priorities. The Senior Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

What will you do

  • Provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.
  • Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.
  • Proactively manage active global calendars for the CEO and CHRO including organizing and supporting leadership meetings. Plans, coordinates and communicates schedule/appointment changes on the calendar with required internal stakeholders and external partners/affiliates.
    • Provides reminder for events on the calendar and take the initiative to make sure the right documents and information is ready and available prior to the meetings.
    • Supports proactive management and communication related to travel/other meeting conflicts on the calendar.
  • Successfully supports critical aspects of formatting and organizing presentations used in executive/leadership meetings along with other data files and documents; prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
  • Manages travel arrangements/itineraries and compiles documents for executives; effectively communicates with local contacts to make appropriate arrangements; collaborates with other Executive Assistants to manage travel schedules.
  • Proactive planning for logistics related to international traveling including reservation booking, health and safety requirements, and between destination navigation
  • Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
  • Draft and prepare correspondence for internal announcements, board meetings, and other organizations the CEO or executives are involved with.
  • Be responsive to emails/texts/phone calls, with contact outside normal business hours
  • Welcome the Executive’s guests by greeting them, in person or on the phone; answering or directing inquiries.
  • Conserve Executives’ time by reading, researching, collecting and analyzing information as needed, in advance.
  • Interact with the board of directors, including managing logistics, travel and other duties as required.
  • Support in planning team meetings and events - agenda items, meeting documentation, action log for follow-up post meetings, including liaising with the Facilities team to ensure meetings are organized and supported appropriately; ability to support technology needs for meetings
  • Responsible for supporting the Executives to be prepared for a variety of recurring meetings including staff meeting, quarterly business reviews, and logistics related to Board and Committee meetings.
    • Additional expectations include coordinating the schedule for material prep, consolidation of materials, updating of materials as appropriate, etc.
    • Coordination between different departments to pull together material prior to review budget and other cross functional projects.
  • Order and maintain supplies and arranges for equipment maintenance
  • Manages expense reporting and other invoice and purchasing needs on behalf of Executives and team as needed.
  • Other essential duties as assigned

What do we look for

Required Education:

HS Diploma/GED required. Bachelor’s degree strongly preferred.

Required Minimum Number of Years of Relevant Experience:

Minimum of 5 years in an executive administrative capacity with desire and ability for career advancement

Required Skills and Competencies:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Proactive Communicator with active listening skills. Proficient written and verbal language skills.
  • Prior experience supporting C-suite executives required and prior experience support a CEO preferred
  • Operating knowledge of Microsoft office toolkit (PowerPoint and excel) and Teams environment preferred.
  • Very strong interpersonal and collaboration skills and the ability to build relationships with internal stakeholders, leadership team, external partners, and vendors.
  • Ability to manage one’s own time, set priorities, plan, and organize work in order to meet specific timeframes and allocated tasks within the role.
  • Results driven and ability to manage multiple tasks within a changing work environment.
  • Aspiring professional willing for continued personal development and professional advancement in career.

What's in it for you

  • Blended Work Arrangement with partial time in the Conshohocken, PA office and remaining remote
  • Travel approximately 10% in year specifically during team events
  • Competitive pay programs with excellent career growth trajectory
  • Opportunities to see your efforts contribute toward the success of the business
  • Solving problems and creating value are part of our DNA
  • Work for a global leader in the industrial process fluids industry

Quaker Houghton provides equal employment opportunity for all qualified candidates. Quaker Houghton does not discriminate against any candidate for employment based on race, color, religion, sex, gender, gender identity or expression, affectional or sexual orientation, pregnancy, age, creed, ancestry, national origin, citizenship, marital or domestic partnership or civil union status, veteran’s status, physical/mental disability, genetic information, or any other category protected by U.S federal, state, and/or local employment law. Furthermore, Quaker Houghton is committed to providing reasonable accommodations to qualified candidates with physical and/or mental disabilities.