Executive Assistant to Global BU President

Clariant•Charlotte, NC

4d•Onsite

About The Position

In this pivotal role, the appointee will deliver senior-level executive administrative support for a Global Business Unit President and 2-3 other senior executives within the company. The individual will manage day-to-day administrative tasks, such as meeting calendaring, Outlook email management, along with expense and travel management. We are looking for an individual who is professional, with an entrepreneurial spirit and a hands-on approach which will be crucial to success in this dynamic role.The position demands superior professionalism, attention to detail, and a self-starter mentality to intuitively address routine requirements without explicit instructions. Agility and flexibility are key to success, as the appointee will support the Global BU President across multiple time zones, requiring adaptability to varying schedules and swift responses to changing priorities. The ideal candidate embodies proactiveness, credibility, trustworthiness, and a diplomatic approach, coupled with meticulous organizational skills and keen autonomy. Sound judgment and the ability to handle competing demands while efficiently scheduling and following up on critical matters are essential. This person embodies the professionalism required for a visibly impactful position. You will embark on an exciting journey, where you will meet diverse challenges, work closely with experienced business professionals, and become part of an internationally renowned organization.

Requirements

High school diploma and ideally some further education, such as college courses with a minimum of 10 years of administrative support experience, or a bachelor's degree in business administration combined with a minimum of 5 years' experience supporting C-level executives in a multinational corporate environment
Fluency in business English and a secondary language such as Spanish or Portuguese would be an asset
Mastery of the MS Office Suite and competency in contemporary office IT systems and business tools (Outlook, Teams, SharePoint, Webex), demonstrating a keen understanding of technology to optimize workflow efficiency
Intermediate skills in Excel would be ideal
Given the extensive global network, clear, precise communication skills with the ability to seamlessly liaise with diverse audiences of various backgrounds and cultures across different organizational levels
Exceptional organizational skills; ability to perform and prioritize multiple tasks with attention to detail
Emotional maturity and strong interpersonal skills—you radiate positivity and willingness to go the extra mile
You will be the executive's person of trust; hence, uncompromising reliability and confidentiality are a must
Ability to handle problems calmly as they arise, coupled with robust decision-making capabilities—you take ownership of actions and deliverables with excellent follow-through skills
You are a highly resourceful team player with a forward-looking mindset, actively seeking opportunities and proposing solutionre
Agility and flexibility to support a global BU president across multiple time zones with swift responses to changing priorities; the role requires flexibility in work hours and a commitment to on-site representation. While occasional remote work is possible, the primary expectation is to operate from the office

Nice To Haves

Fluency in business English and a secondary language such as Spanish or Portuguese would be an asset
Intermediate skills in Excel would be ideal

Responsibilities

Managing complex calendars, prioritizing appointments aligned with business needs, coordinating travel arrangements, on- and off-site meetings, conference calls, and management conferences, including associated logistics
Managing emails, correspondence, and calls on behalf of the executives
Keeping the executives well informed about upcoming commitments, addressing concerns, and navigating conflicting priorities by determining appropriate courses of action
Maintaining a strong sense of confidentiality and discretion about employee matters and meetings
Serving as the executives' administrative liaison between the executives and other key stakeholders, fostering smooth communication and collaboration between departments
Facilitating meetings, including agenda compilation and follow-up on action items
Producing presentation materials and compiling documents as needed
Processing expense reports and managing travel bookings
Maintaining organized files, ensuring timely and confidential access to documents
Coordinating executive outreach and external relations and liaising with other executive assistants
Contributing to the business in a helpful and professional manner while being willing to tackle many tasks
Supporting the Business Unit President, as well as Finance and Human Resources, along with related departmental activities
Leading Voluntary Counsel of Charlotte and provides back up support to Charlotte office manager, when needed