Executive Assistant

W. R. Grace; Columbia (MD); On-site; USD 89,000 - 122,000; Full time

Benefits offered by this job

Medical/Dental/Vision

Life & Disability Insurance

Grace Wellness Program

Retirement Plans

401(k) Company Match

Paid Vacation & Holidays

Parental Leave

Tuition Reimbursement

Donation Match Program

Job summary

Grace, a Standard Industries company, is hiring an Executive Assistant to support the CFO and VP levels. This role manages calendars, travel, and communications for the Finance, Procurement, and Global Business Services teams, interfacing with executives and external stakeholders.

The ideal candidate has a track record of independent decision-making, problem solving with urgency, and prior leadership in visible roles. Global travel coordination and C-level support experience are required.

Qualifications

• Excellent verbal and written communications skills.
• Must handle highly confidential information.
• Self-starter with advanced Word, PowerPoint, Excel, SAP, and Outlook skills; AI literacy is a plus.
• Able to multitask, stay flexible, and work under pressure.
• HS Diploma with 10 years of experience supporting a C-Level leader.
• Experience coordinating international travel; familiar with Concur and Ariba.
• TC1

Responsibilities

• 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

Skills

Verbal & written comms

Confidential info

Office software

SAP

Outlook

AI literacy

Multitask

Detail oriented

C-Level support 10+ yrs

International travel

Concur/Ariba travel systems

Education

HS Diploma + 10 yrs exp

Tools

Concur

Ariba

Job description

Annual Wage Range: $88,992.00 - $122,364.00

Other Compensation: Eligibility for the Short-Term Incentive program and other applicable bonuses

Benefits: U.S. Employee Benefits Summary (grace.com)

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.

Responsibilities

• 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).
• -TC1

Preferred Qualifications

• B.S. Degree
• SAP
• Strong project management experience to include event coordination.

Benefits

• Medical, Dental, Vision Insurance Life Insurance and Disability Grace Wellness Program Flexible Workplace
• Retirement Plans
• 401(k) Company Match
• Paid Vacation and Holidays
• Parental Leave
• Tuition Reimbursement
• Company Donation Match Program

Grace is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at Grace via email, the Internet or in any form and/or method without a valid written search agreement in place for this position will be deemed the sole property of Grace. No fee will be paid in the event the candidate is hired by Grace as a result of the referral or through other means.

Nearest Major Market: Baltimore