Senior Executive Assistant

2 weeks ago

Dallas, Texas, United States Hoya Vision Care Full time

Position Title: Senior Executive Assistant

Location: Hoya Vision Care Headquarters

Reports To: President, Hoya Vision Care, North America

Position Overview

We are looking for a dedicated and meticulous Senior Executive Assistant to support our Executive leadership, particularly the President of Hoya Vision Care, North America. This position encompasses a variety of tasks, including administrative assistance, travel logistics, expense oversight, and meeting facilitation. The successful candidate will demonstrate exceptional organizational capabilities, strong communication skills, and a comprehensive understanding of executive support operations.

Key Responsibilities

Global Budget Approval Process Assistance:

  • Provide answers and backup support as necessary.
  • Conduct research and calculate repayment figures, draft repayment letters, and prepare necessary documentation.
  • Generate and submit requests for approval.
  • Act as North America Gatekeeper by entering and submitting pre-review requests before Global Approval.
  • Manage Pre-Review submissions and facilitate the transition to Global Approval.
  • Address inquiries and offer guidance related to these processes.

Executive Calendar Management:

  • Maintain and update the Executive's calendar for both internal and external meetings, tracking time off and travel schedules.
  • Organize and coordinate North America Monthly Meetings.
  • Arrange and oversee Quarterly Leadership Meetings.
  • Coordinate events and time off for the Leadership team, including communication of availability.

Travel Coordination:

  • Utilize travel management tools to book, modify, and cancel travel for the President and occasionally other Executives and guests.
  • Resolve travel-related issues effectively.
  • Collaborate with the Travel Coordination Leader on travel inquiries and challenges.
  • Review and approve travel arrangements for direct reports and others as necessary.

Expense and Certification Oversight:

  • Utilize expense management systems to approve expense reports on behalf of the President.
  • Assist with expense reports for other Executives as required.
  • Work with the Expense Coordination Leader to address any questions or issues related to expenses.
  • Review and approve Purchase Orders and Budget Approvals.

Meeting Facilitation:

  • Ensure that conference rooms are reserved, prepared, and organized according to meeting specifications.
  • Order and maintain inventory levels of meeting and office supplies.
  • Coordinate catering services and manage the cleanup of meeting spaces.

Daily Responsibilities:

  • Review and approve daily requests and submissions.
  • Sort and distribute mail; manage delivery and coordination for pickups, storage, and returns.
  • Monitor restrooms and restock supplies as necessary.
  • Restock refrigerators in designated areas.
  • Coordinate and ensure resolution of maintenance issues.

Monthly Responsibilities:

  • CXO Templates: Update templates, send requests for updates, and remind relevant personnel.
  • Agenda/Minutes: Send reminder emails to the monthly Agenda/Chair and minutes taker regarding their responsibilities.
  • Meeting Scheduling: Arrange quarterly offsite leadership meetings, including invitations, banquets, and activities.
  • Office Supplies: Manage the office supply room, ensuring cleanliness and organization, and collaborate with purchasing to manage unused supplies.

Qualifications:

  • Education: High school diploma or equivalent required; associate's degree or higher preferred.
  • Experience: Proven experience as an Executive Assistant or in a similar administrative capacity.
  • Familiarity with office management systems and procedures.
  • Proficiency in MS Office Suite and other relevant software.

Skills:

Interpersonal Skills:

  • Negotiation and Diplomacy: Ability to manage sensitive information with discretion and negotiate with stakeholders diplomatically.

Analytical Skills:

  • Data Analysis: Ability to analyze data, derive insights, and present findings clearly.

Leadership Skills:

  • Team Leadership: Capability to lead small teams or coordinate cross-functional projects as needed.

Cultural Competency:

  • Global Perspective: Understanding and sensitivity to cultural differences, particularly when interacting with international stakeholders.

Adaptability:

  • Change Management: Ability to adapt to shifting priorities and manage multiple responsibilities effectively.

Problem-Solving:

Critical Thinking: Strong problem-solving abilities to address unforeseen challenges and provide proactive solutions.

Additional Requirements:

  • Willingness to work flexible hours as needed.
  • Ability to manage a high volume of tasks with precision and efficiency.

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