Executive Assistant CEO

External•Philadelphia, PA

5h•Onsite

About The Position

As Executive Assistant and Office Manager for BA Headquarters, you will report to the Chief Executive Officer and support other executives working at our Philadelphia location. You will serve as a seamless extension of the executives you'll support, and build working relationships with key partners inside and outside the organization, including other EAs. You will work independently on projects from conception to completion, and handle a wide variety of activities, often under pressure and deadlines. In addition, you will serve as the key point of coordination and lead the management of the day-to-day facilities of the corporate offices. The best candidate for this role will have excellent attention to detail and the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills. S/he will seek to understand business priorities, proactively anticipate needs and drive improvements to enhance results for the leadership team. They will also be self-reliant and able to manage many projects/timelines to see projects to completion. A high level of integrity and discretion in handling confidential information is required.

Requirements

At least 5 years of experience as an Executive Assistant
Experience managing executive-level calendars requiring internal and external coordination
Experience with domestic and international travel coordination
Experience with Google Suites
Agility, inventiveness, ability to think creatively and find solutions
High school diploma or equivalent
Ability to work overtime, as required

Nice To Haves

Bachelor’s degree or equivalent experience
Experience providing executive support assistance at senior management levels to C-Suite executives
Impeccable attention to detail with strong organizational skills
High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company
Ability to handle administrative details independently and with minimal supervision, while keeping stakeholders appropriately informed or engaged
Demonstrated ability to prioritize and handle multiple assignments while maintaining a commitment to deadlines and long-term objectives
Confident and thoughtful in applying sound business judgment, decision-making ability, and demonstrating a proactive approach to problem-solving
Exceptional written and oral communication and interpersonal skills
Strong analytical skills and demonstrated ability to improve processes
Ability to work in an ambiguous, fast-paced and evolving environment; highly self-motivated
Event planning
The successful candidate will possess the ability to complete tasks quickly, react with appropriate urgency to situations that require a quick turnaround, and take effective action without knowing the whole picture.
S/he will be an experienced planner with the demonstrated ability to respond effectively and efficiently while remaining composed and professional.

Responsibilities

Manage complex, executive-level calendars, and scheduling
Plan and manage domestic and international travel (as needed)
Manage expense report coordination and submission, as well as review and approve expense reports for other team members
Organize, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-sites, lunches, and team social events)
Maintain and optimize processes to drive efficiency in planning, reporting, and communication within the team
Track and help drive completion of key deliverables and follow up on outstanding items
Effectively and efficiently coordinate with business units, distributed teams, and across multiple time zones
Friendly and diplomatic handling of external partners and stakeholders
Manage team space, including moves, and reconfigurations
Work closely with the leadership team and other EAs to provide support to the organization
Coordinating meetings with Bonduelle senior executives and external customer contacts.
Oversee the coordination of facilities maintenance for the corporate office (cleaning, repairs,...)
Manage office supplies inventory and procurement, ensuring adequate stock levels at all times
Serve as the lead for corporate visitor procedures in partnership with EH&S and the main point of contact for CEO external vendors, clients, and visitors, providing exceptional customer service
Serve as the lead for administrative staff and provide guidance and support as needed
Maintain and update office policies such as the T&E policy
Collaborate with HR on employee engagement initiatives and annual company holiday celebration
Identify opportunities for process improvements and implement best practices to enhance office efficiency