Division Executive Assistant

Ametek, Inc.•Middlefield, CT

55d

About The Position

As the Division Executive Assistant you will perform advanced administrative and project related activities to support the Vice President and General Manager of the Aerospace & Defense Division. How You Will Make An Impact: Manage global travel arrangements including preparing detailed itineraries Draft confidential reports, correspondence, and agendas; prepare materials and presentations for executive meetings. Maintain documents in Microsoft Office One Note. Create and/or edit professional Power Point presentations. Act as gatekeeper to GM’s schedule and calendar managing requests from key stakeholders Manage all logistics and travel arrangements for large offsite meetings. Negotiate contracts for meeting space, hotel accommodations, dinners, special events and utilize authority to approve expenses and offsite event contracts Schedule on site and virtual video conference meetings with Microsoft Teams Anticipate questions, issues, and potential conflicts; use initiative to answer routine inquires, and refers matters to other experts when appropriate Organize large Division team gatherings including the group Sales and Strategy meetings Provide additional support to the Division Controller, VP Sales and VP of HR on an ad hoc basis

Requirements

Bachelors degree required
Minimum 10+ years of experience supporting senior executives for a global and public company
Demonstrated executive presence, confidence, and composure
Ability to maintain confidentiality with tact and diplomacy
Ability to perform multi-task and prioritize work while meeting aggressive deadlines
Strong attention to detail and accuracy
Advanced level of proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
Technically savvy with Microsoft Office 365 applications such as SharePoint, Teams and One Note
Minimal travel may be required (up to 10%)

Responsibilities

Manage global travel arrangements including preparing detailed itineraries
Draft confidential reports, correspondence, and agendas
Prepare materials and presentations for executive meetings
Maintain documents in Microsoft Office One Note
Create and/or edit professional Power Point presentations
Act as gatekeeper to GM’s schedule and calendar managing requests from key stakeholders
Manage all logistics and travel arrangements for large offsite meetings
Negotiate contracts for meeting space, hotel accommodations, dinners, special events and utilize authority to approve expenses and offsite event contracts
Schedule on site and virtual video conference meetings with Microsoft Teams
Anticipate questions, issues, and potential conflicts
Use initiative to answer routine inquires, and refers matters to other experts when appropriate
Organize large Division team gatherings including the group Sales and Strategy meetings
Provide additional support to the Division Controller, VP Sales and VP of HR on an ad hoc basis