Executive Assistant

Actalent

Nov 1

Applications are closed

Job
Full-time
Senior Level
Customer Relations
People, HR & Administration

Requirements

Associate's degree in Business Administration or a related area, or the equivalent combination of education and experience
A minimum of five (5) years' of relevant professional experience in administrative assistant functions or related areas
Ability to maintain a professional demeanor and withhold confidential information
Flexibility and excellent interpersonal skills
Project coordination experience
Ability to work well with all levels of internal management and staff, as well as outside clients and vendors
Excellent PowerPoint and Excel skills

Responsibilities

Prepare and check agendas for meetings and attend staff and/or conference meetings as directed.
Prepare minutes of the meetings as required.
Perform administrative functions required by the Vice President or Managers in the execution of their duties.
Provide knowledge and assistance to other staff members to ensure smooth operations.
Perform filing of company information for the Operations department or forward records to the appropriate personnel for filing.
Communicate information between the Vice President and staff members verbally and/or in writing.
Coordinate the flow of communication within the Operations department and with different departments, staff, and/or external allied organizations and entities.
Arrange conferences, seminars, meetings, and agendas; prepare travel requests; make transportation and hotel arrangements for administrative staff and member company executives when requested.
Maintain ongoing contact and communication with German counterparts and executive offices.
Coordinate the completion and maintenance of sensitive data, such as the Vice President’s Goal agreement.
Act as a liaison between the Vice President and public entities such as universities.
Coordinate the worldwide travel schedule for the Vice President and Managers.
Coordinate the Vice President’s calendar to facilitate important dates, eliminate potential conflicts, and allow time for normal duties.
Coordinate Vice President’s activities related to special ceremonies, events, and international visitors.
Prepare presentations as needed for the Vice President.

FAQs

What is the primary role of the Executive Assistant in this position?

The primary role of the Executive Assistant is to perform a variety of general administrative and secretarial tasks to relieve the Vice President and Senior Managers of administrative details.

What types of meetings will the Executive Assistant be responsible for preparing agendas and minutes for?

The Executive Assistant will prepare and check agendas for staff and/or conference meetings and will also be responsible for preparing minutes as required.

How many years of relevant professional experience are required for this position?

A minimum of five (5) years of relevant professional experience in administrative assistant functions or related areas is required for this position.

What education qualifications are necessary for this role?

An Associate's degree in Business Administration or a related area, or an equivalent combination of education and experience is required.

What specific skills are emphasized for this role?

Essential skills include technical support, administrative support, project management, proficiency in Microsoft Office, excellent communication and organizational skills, and experience with reporting tools.

Will the Executive Assistant need to coordinate travel arrangements?

Yes, the Executive Assistant will be responsible for making transportation and hotel arrangements for administrative staff and member company executives when requested.

What type of work environment can be expected in this role?

The work environment is an open office environment.

Are there opportunities for professional growth and development within the company?

Yes, the company emphasizes growth opportunities for their employees as part of their diversity, equity, and inclusion initiatives.

Does the company provide accommodations for applicants with disabilities?

Yes, the company offers reasonable accommodations, and applicants may request modifications to the job application or interviewing process due to a disability.

Is experience with PeopleSoft required for this position?

Experience with PeopleSoft is listed as a desired skill, which indicates it may be advantageous for applicants to have some familiarity with it.

Actalent

An Engineering and Sciences Services Company | People to Possible

Human Resources

Industry

5001-10,000

Employees

Mission & Purpose

Actalent connects passion with purpose. Our scalable talent solutions and services capabilities drive value and results and provide the expertise to help our customers achieve more. Every day, our experts around the globe are making an impact. We’re supporting critical initiatives in engineering and sciences that advance how companies serve the world. Actalent’s global footprint and flexible delivery models ensure access to specialized talent where and when you need it. We promote consultant engagement through professional development and provide experiences to ensure continuous learning. Our people are the difference. Our expertise spans capabilities in engineering including product and manufacturing, systems and software, construction management, environmental, architecture and civil; and power and utilities. We focus on sciences capabilities in laboratory sciences, healthcare, and clinical research. Actalent is an operating company of Allegis Group, the global leader in talent solutions.