Administrative - Executive Assistant- US

TechDigital Group; Lawrenceville (NJ); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking an Executive Associate to support senior leadership in Global Business Operations. This role involves providing critical administrative and project support, managing communications, and ensuring smooth logistics for high-level meetings and travel. The ideal candidate will demonstrate exceptional communication and organizational skills, along with a strong ability to prioritize tasks in a fast-paced environment. Join a dynamic team that values collaboration and integrity, and contribute to creating a positive workplace culture while supporting strategic initiatives. If you thrive in a challenging role and enjoy working with senior executives, this opportunity is perfect for you.

Qualifications

• 7+ years of administrative support experience preferred.
• Proficient in Microsoft Suite and various administrative tools.

Responsibilities

• Manage calendars and logistics for senior management events.
• Research and draft communications and legal documents.

Skills

Communication Skills

Multi-tasking

Prioritization

Project Management

Confidentiality

Education

College or University degree

Tools

Microsoft Suite

Concur Travel and T&E

Ariba/SAP

SharePoint

Workday

Job description

Executive Associate GBO Strategic Operations

Location: 100% on-site

Provides community building and administrative support for the Global Business Operations Strategic Operations that includes integration and strategic programs. This role specifically supports the Vice President Enterprise Integration Management and Vice President of Strategic Business Operations who both report to the Senior Vice President, Tax, Treasury and Strategic Business Operations.

The Executive Associate performs highly diverse administrative and project support activities, which by nature of the group involve working with senior management internal and external to Client, including the Client executive leadership team and key stakeholders in vendor companies. This role includes work with confidential material necessitating the use of tact, diplomacy, discretion, and judgment.

The candidate must have proven skills in communicating, prioritizing, and multi-tasking, as well as the ability to remain poised and focused in a fast-paced working environment. Ability to interact with senior leadership and their teams including but not limited to chief of staff and senior executive assistants.

Key Responsibilities:

1. Communication:
   • Contact person for the GBO leadership team managing calendars, organizing agendas and logistics for various events such as offsite meetings, video conferences, senior management meetings, matrix team meetings, and team building.
   • Research, draft, summarize, and review letters and documents including group communications and legal documents.
   • Build FAQs and research more complex queries and respond or escalate with recommended solutions.
   • Manage team digital communication capabilities such as Yammer team thread, LT Teams collaboration site, and GBO website.
2. Logistics & Operations:
   • Research and manage international and domestic travel itineraries in adherence to T&E policy. Perform monthly reconciliation of business expenses and timely preparation of expense reports.
   • Calendar management for executive and direct reports as well as timely scheduling, meeting prioritization within appropriate timelines.
   • Sole point of contact for a specialized administrative function for GDD IT (e.g., purchase orders, international travel, visa applications, onboarding, catalog requests, invoicing, SOW, etc.).
   • Space planner lead working with the facilities team managing team space footprint at Lawrenceville and Nassau Park sites.
3. Collaboration:
   • Partner with reception, EHS, IT, Security, Facilities (including TPT – technical production team) at each site to work in conjunction with on-boarding/off-boarding employees, coordinating events (Town Halls, GBO Engagement, Workshops), badge access, visitor registration/access, and safety training.
4. Community Building:
   • Culture carrier for the Strategic Business Operations group; point of contact to help maintain a level of balance throughout the organization.
   • Adhere to and exemplify our Client Values of Accountability, Inclusion, Innovation, Integrity, Passion, and Urgency.
5. Learning & Development:
   • Maintain professional and technical knowledge by remaining current with Client continuous learning modules.

Essential Skills and Experience:

1. College or University degree preferred.
2. Minimum 7 years administrative support or comparable experience.
3. Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint, Teams, Forms, & Whiteboard).
4. Concur Travel and T&E, Ariba/SAP, SharePoint, catalog requests, Workday, Room Scheduler experience.
5. Self-motivated, efficient team player, who is continuously learning and adapting to our changing environment.
6. Strong ability to understand priorities and make scheduling decisions to maximally utilize executive time.
7. Prior and/or recent experience supporting C-Suite executive(s) with strong skills orchestrating complex meetings with C-Suite Admin team.
8. Strong Ethics and Integrity are essential.
9. Ability to learn new tools and systems in an agile environment.
10. Exhibits a positive work attitude, high productivity, high degree of confidentiality, and a collaborative approach with other employees across the matrix and international environment.
11. Expectation of true collaboration and partnership to ensure business needs/goals are met; required to provide guidance and back-up support as needed to team members.
12. Role is based in the Client Lawrenceville, N.J. Site. Project management experience helpful to assist on projects that may need special attention.