Executive Administrative Assistant

3 weeks ago

Columbus, United States Hexion, Inc. Full time
Company Overview

Grounded by a history that is deeply rooted in innovation, Hexion is a global employer committed to building and protecting the future by producing innovative performance materials. Our materials are the building blocks for critical industries, including construction, agriculture, energy, automotive, and infrastructure protection. Everywhere you look, you will find our materials and people at work to help customers make products that are stronger, safer, and cleaner. When you work for Hexion, you'll join a team that is committed to operating safely and with integrity to build a more sustainable future for all, our associates, our customers, and the communities where we live and work.

Position Overview

The company is searching for an Executive Administrative Assistant for EVP Supply Chain Services (SCS) and the SCS Global Leadership team. The SCS team is responsible for Commercial Services, Supply Chain, Logistics Operations, and Procurement for $1.4B spend of materials, services & logistics.

Job Responsibilities

  • Performs diversified and highly confidential administrative and office support activities for the EVP of SCS and multiple Vice Presidents of the global SCS Leadership Team
  • Manages the EVP's calendar and collaborates effectively with others to coordinate cross-company scheduling needs in a fast-paced global environment
  • Serves as a partner of the SCS Leadership Team (agenda planning, tracking action items, meeting minutes) and works closely with SCS Leadership Team Leader. Support documentation of high-level department documents (organizational charts, etc)
  • Event Planning within Hexion including meetings and teleconferences (on- and off-site, including global meetings and special events). Plans multiday meetings with out-of-town guests (i.e. Regional SCS Meeting or Global SCS Leadership Team meeting). Includes venue selection, logistics, and meals reservations and management through the event as well as in-meeting support
  • Event Planning External Events: including key chemical sector conferences (ACC, AFPM, EPCA) and 3rd party meetings to schedule meetings, registration, logistics, and preparation content including working with key partner peers. May include off site attendance and coordination.
  • Understands and uses Icertis contract system and support EVP and SCS Leadership team approval process as needed
  • Sustainability Program support including developing materials for Hexion wide communications on Supply Chain Sustainability initiatives including working with strategic suppliers to highlight their sustainability progress. Such materials could include the Hexion Connect articles, development of Teams site, and monthly Sustainability slides.
  • Sustainability Dashboard Reporting including coordinating data sources and monthly/quarterly report outs, including Supplier Sustainability, Supplier Diversity and Sustainable material topics
  • Manages External Publications and Subscriptions budget and process including working with external vendors as well as internal administration including associate access, invoice processing and cost tracking.
  • Anticipates needs, is resourceful, innovative, thinks independently and doesn't need much supervision or direction. Develops proposed responses or actions to address issues
  • Drafts presentations, correspondence and reports of a highly sensitive nature that requires minimal change
  • Leads medium complexity/important projects and/or participates in highly complex/important special projects, often requiring high attention to detail. Will substitute for EVP and take notes, as needed
  • Arranges complex and detailed domestic and international travel arrangements, including VISA and passport coordination
  • Prepares and processes expense reports for the EVP, and audit/ approve direct reports expenses to ensure submissions are timely and within company policy
  • Collaborates effectively with cross-functional (division and corporate) assistants and participates as an active member of the Administrative Team

Minimum Qualifications

  • Minimum of 7 years of experience as an executive-level assistant or comparable coordinator
  • Exemplary administrative skills including a thorough knowledge of standard office procedures and proper protocols, as well as, departmental organization and reporting structures, etc.
  • Proficient in Microsoft Office (Teams, Outlook, Word, Excel, SharePoint, and Power Point), Adobe Acrobat. Advanced skills in Excel strongly preferred
  • Proficient in audio/visual topics to support meetings and presentations
  • Demonstrated exceptional written and oral communication skills
  • Proven track record and experienced in handling confidential information
  • Flexible to work extended hours as projects required, overtime may be required

The candidate should demonstrate strong traits such as:
  • Verbal and Written communication
  • Master Organizer
  • Technology Savvy
  • Resourceful
  • Time Management Skills
  • Strategic Planning Abilities
  • Detail Orientated
  • Problem Solving
  • Critical Thinking
  • Listening

Education

High School Diploma

Other

We are an Equal Opportunity, Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to gender, minority status, sexual orientation, gender identity, protected veteran status, status as a qualified individual with a disability or any characteristic protected by law.

In order to be considered for this position candidates are required to submit an application for employment through our career site, be at least 18 years of age, willing to take a drug test, submit to a background investigation as part of the selection process, as well as additional periodic background checks as required by the Chemical Facility Anti-Terrorism Standards (CFATS) or regulations adopted by the department of Homeland Security or other regulatory agencies.

Candidates are required to have unrestricted authorization to work in the United States.

If currently an employee of the Company, you must have current satisfactory work performance and in most cases, have been in your current role for 18 months.

Disclaimer: We are not accepting unsolicited assistance from search firms/employment agencies for this employment opportunity. Please, no phone calls or emails to any employee about this position. All resumes submitted by search firms/employment agencies to any employee of the Company via email, the Internet, or in any other form and/or method without a valid written search firm agreement in place for this position will be deemed the sole property of the Company; no fee will be paid in the event a candidate is hired by the Company as a result of the unsolicited referral or through other means.

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