Executive Assistant to the Senior Vice President, Chief Strategy and External Affairs Officer

Xylem-posted 3 months ago
$45 - $55/Yr
Full-time • Entry Level
Washington, DC
5,001-10,000 employees
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Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions. The Executive Assistant to the SVP and Chief Strategy and External Affairs Officer is a key position in our organization. The candidate should be looking to gain hands-on experience across functions through supporting key projects and key leaders within the organization. The ideal candidate is a positive influencer, proactive, approachable, and professional with demonstrated capability to work effectively in a high-energy, fast-paced, team-oriented environment. Time-sensitive situations and changing priorities require flexibility, adaptability, and creative thinking. This candidate should have strong interpersonal skills to work well with people at all levels, across multiple organizations, and with leaders both in and outside of Xylem.

  • Organize internal and external meetings as well as participation in industry conferences
  • Assist in the compilation and distribution of materials prepared for executive leadership
  • Process expense reports and invoices
  • Act as a Gatekeeper of all contact with the public, clients, and staff coming through the executive’s office
  • Manage extensive and complex calendars for Senior Executive (and several VPs within the organization) in a fast-paced and dynamic environment
  • Coordinate and organize senior meetings, draft communications and presentations, including agenda setting, material preparation and distribution, speaker coordination, and logistics
  • Arrange and maintain extensive travel plans and itineraries for both international and domestic travel
  • Plan and lead events as needed
  • Responsible for processing department invoices utilizing the accounts payable system (Catalyst)
  • Collaborate with finance and accounting teams to accurately code invoices for payment from specific cost center and applicable projects within the annual budget
  • Establish new vendors in the global procurement system(GEP) by providing accurate, verifiable vendor documentation
  • 10+ years of administrative experience, ideally supporting at the SVP level (or equivalent)
  • Bachelor’s degree preferred
  • A minimum of three years of administrative and corporate operations experience, including supporting C-suite executives, office management, expense reporting, travel coordination, event planning and team management
  • Advanced proficiency with Microsoft Office products, including Outlook, Word, Excel, PowerPoint, and Teams
  • Experience with travel and expense management software such as AMEX and Concur
  • Highly organized with attention to detail
  • Ability to work well in a fast-paced environment and manage multiple projects with competing deadlines and priorities
  • Proven ability to maintain high level of confidentiality and exercise discretion, ability to balance differing opinions
  • Pro-active, critical thinker with the desire to approach tasks analytically to challenge existing processes, attempting to improve overall efficiency
  • Excellent written and verbal communication skills
  • Self-motivated and resourceful
  • Ability to work both independently and collaboratively within a team
  • Curious and eager to learn about different aspects of the business
  • Flexibility in skillset (jack/jill-of-all-trades)
  • Medical, Dental, Vision plans
  • 401(k) with company contribution
  • Paid time off
  • Paid parental leave
  • Tuition reimbursement
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