Executive Assistant

W.R. Grace & Co.; Columbia (MD); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

Grace Wellness Program

Flexible Workplace

401(k) Company Match

Paid Vacation and Holidays

Tuition Reimbursement

Company Donation Match Program

Job summary

Grace, a leading global supplier of catalysts and engineered materials, is seeking an Executive Assistant to support the Chief Finance Officer. The role will manage calendars, travel, and correspondence and will interact with executives, investors and partners.

The successful candidate will have deep experience supporting C‑level leaders, strong communication skills, and the ability to drive projects in a fast-paced, confidential environment. This is a on-site role based in Columbia, MD.

Qualifications

• Ability to handle highly confidential information.
• Experience supporting C-level leaders in a global company.
• Excellent written and verbal communication skills across internal and external stakeholders.
• Proven ability to manage multiple tasks with a sense of urgency and diplomacy.
• Experience coordinating international travel using global systems.

Responsibilities

• Administer the CFO and VP calendars, meetings, and travel itineraries.
• Prepare presentations and routine correspondence for senior leadership.
• Act as professional liaison between Finance, Procurement, and Global Business Services.
• Support the CEO's EA as needed and participate in leadership meetings.
• Assist with special projects, visa processes, and event coordination.

Skills

Verbal Communication

Written Communication

Self-starter

Digital Literacy

AI literacy

Education

High School Diploma

Bachelor's degree preferred

Tools

SAP

Concur

Ariba

Outlook

Word

PowerPoint

Excel

Job description

Grace, a Standard Industries company, is a leading global supplier of catalysts, engineered materials and fine chemicals. We provide innovative products, technologies and services which our customers use to manufacture everyday products like renewable fuels, pharmaceuticals, toothpaste, cosmetics, food packaging, beer, edible oils and more. Our thousands of employees help shape a better future at our global headquarters in Columbia, MD and locations worldwide.

Job Description

We are hiring an Executive Assistant to join our team to support the Chief Finance Officer (CFO). This role will have the primary responsibility of effectively managing the CFO’s and VPs time and act as liaison between the Finance, Procurement and Global Business Services team members, executives across the Grace Leadership Team, including the Corporate Functions and Business Segments, external stakeholders (owners, investors, rating agencies, banking partners) and others.

You must have prior experience working independently, making effective decisions to solve problems that require a sense of urgency, at times with limited information. You should be forward-thinking and have a long-term planning view to the work and ability to anticipate the CFO’s needs. Prior experience leading projects and events along with playing a leadership role, in a highly visible position, on behalf of the CFO is also needed.

• Perform a wide range of administrative and office support activities for the department and/or managers to facilitate the efficient operation of the CFO’s organization.
• Represent the company in a mature, flexible, and professional manner, as an initial point of contact for employees, visitors, customers, executives, and others.
• Arrange international and domestic business travel; create itineraries and agendas; schedule flights, transportation, lodging; coordinate calendars, appointments, meeting/event arrangements, and submit and track expenses.
• Prepare presentations for various stakeholder meetings.
• Prepare routine correspondence, reports, forms/documents, department filings presentations, agendas, minutes, etc. May be required to prepare from rough draft or general verbal instructions. Must be able to prepare complex correspondence that requires high attention to detail.
• Member of the Grace Leadership Team Exec Admin Group and Monthly Admin Group Meetings and disseminate important information. Part of Exec Admin team back up coverage, specifically providing support/back-up to the CEO’s EA.
• Work on special projects, e.g. visa applications.
• Provide admin support to other members of the Leadership Team as needed.

Required Qualifications

• Excellent verbal and written communications skills.
• Required to work with highly confidential information.
• Self-starter with advanced Word, PowerPoint, Excel, SAP, and Outlook skills. Digital & AI literacy is a plus.
• Ability to multitask, flexible, trustworthy, and technologically advanced.
• Must be detail oriented, have excellent organizational skills, manage multiple tasks, and work well under pressure.
• H.S. Diploma with a minimum of 10 years of experience supporting a C-Level Business Leader to include working for a global company.
• Experience coordinating international travel and using global systems (Concur, Ariba).

Preferred Qualifications

• B.S. Degree
• SAP
• Strong project management experience to include event coordination.
• Medical, Dental, Vision Insurance Life Insurance and Disability Grace Wellness Program Flexible Workplace
• Retirement Plans
• 401(k) Company Match
• Paid Vacation and Holidays
• Tuition Reimbursement
• Company Donation Match Program