Executive Assistant

Global Payments; Cincinnati (OH); On-site; USD 65,000 - 90,000; Full time

Job summary

Global Payments in the United States seeks an experienced executive assistant to provide high-level secretarial and administrative support to senior leaders. You will manage calendars, prepare briefing materials, and act as a gatekeeper for executives, handling sensitive information with discretion.

The role requires strong communication, advanced MS Office skills, and the ability to coordinate travel, meetings, and budgets.

Qualifications

• High school diploma or equivalent.
• 8+ years administrative support experience.
• Experience supporting upper management or executives.
• IAAP certification preferred.

Responsibilities

• Provide administrative support to executive staff and may support a functional group.
• Draft, edit, and proofs various documents including correspondence, meeting notes, and presentations.
• Screen emails, calls, and visitors as a gatekeeper for the executive.
• Coordinate travel, meetings, and events, including off-site arrangements.
• Prepare expense reports and manage budget and purchasing for the department.
• Oversee office supplies and equipment; liaise with vendors as needed.

Skills

Discretion

Communication

Calendar management

Budget tracking

Education

High School Diploma or Equivalent

Associate's Degree

IAAP Certification

Tools

MS Office

PowerPoint

Job description

Job DescriptionSummary of This RoleProvide high level secretarial and administrative support for one or more of the organization's upper management or executives, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people. Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.What Part Will You Play?Provides administrative support to executive and may support a functional group, performing a broad range of administrative functions, to include highly sensitive/confidential matters. Demonstrates a high level of professionalism and discretion in the development of communications, memos, and agreements made on behalf of the executive. Drafts, edits, and proofs various types of documents, including correspondence, meeting minutes, and presentation material. Manages complex editorial changes to documents from multiple parties. Coordinates, as needed, with other staff for routing and signatures.Serves as a \"gatekeeper\" by screening emails, phone calls, and visitors; applying independent judgment to determine the most appropriate allocation of executive's time for scheduled/unscheduled events, meetings, and requests. Acts as liaison with senior management team. Interfaces with all levels of employees and external associates. Based on knowledge, may meet with visitors, in place of executive, to discuss, review, or evaluate latest project matters. Creates and maintains executive's list of contacts. Manages, plans, organizes, and verifies executive's calendar. Accepts event/meeting invites, on behalf of the executive, as scheduled time permits. May represent executive in meetings unable to attend. Answers, screens, responds to or routes incoming phone calls; opens and prioritizes mail. Reads, reviews, and responds to emails on behalf of the executive.Organizes meetings/events, both on and off-site, which may include extensive arrangements, depending on the nature of the meeting and the location of the attendees. Directs and occasionally partners with catering/vendors to order refreshments, as needed. Collaborates with travel department to coordinate travel arrangements, itineraries, and agendas, according to executive's preference; keeping within budget. Prepares expense reports for executive; gathers required documents; researches missing documents or billing discrepancies; submits for processing in a timely manner. Complies with corporate travel policies and expense reporting practices. Monitors business expenses/budget for the department; prepares and produces reports for executive review and approval. May provide budget recommendations.Researches and prioritizes issues and concerns addressed to the executive. Determines appropriate course of action, referral, or response using independent and incisive judgment. Provides information to callers which requires extensive knowledge of company policies, practices, and operations. Accountable for the executive meeting commitments and deadlines.Procures office supplies and monitors and may manage budget for functional area. Oversees fax machines and printers for paper restocking and service needs. Acts as a Subject Matter Expert (SME) for department staff, regarding corporate policies, procedures and other functional requirements.What Are We Looking For in This Role?Minimum QualificationsHigh School Diploma or EquivalentTypically Minimum 8+ Years Relevant ExpAdministrative supportPreferred QualificationsAssociate's DegreeBusinessTypically Minimum 6 Years Relevant ExpAdministrative support of upper management or executivesInternational Association of Administrative Professionals (IAAP) CertificationWhat Are Our Desired Skills and Capabilities?Skills / Knowledge - Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks.Job Complexity - Works on assignments that are routine to moderately difficult, requiring some decision in resolving issues or in making recommendations.Supervision - Normally receives little instruction on daily work, general instructions on newly introduced assignments.MS Office - Creation of spreadsheets, PowerPoint presentations, etc.EEOC StatementGlobal Payments is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, genetic information, national origin, disability, veteran status, and other protected characteristics. The EEO is the Law poster is available here.If you are made a conditional offer of employment and will be working in the United States, you will be required to undergo a drug test. In developing this job description care was taken to include all competencies and requirements needed to successfully perform the position. Reasonable accommodations will be provided for individuals with qualified disabilities both during the hiring process, as well as to allow the individual to perform the essential functions of the job, if hired.Washington Candidates: Click here for information on the Fair Chance Act.