Executive Assistant - Ecolab Board of Directors

Ecolab•Saint Paul, MN

1d•Hybrid

About The Position

The Executive Assistant will perform standard and advanced executive assistant duties, including handling highly confidential information. This position requires a high degree of cooperation with other executive assistants, and frequent interaction with senior executives and external partners. To be successful in this role you must communicate well, enjoy working both independently and with others, have excellent project management capabilities, be flexible, have writing and advanced computer skills including PowerPoint and Excel, and be able to proactively identify opportunities for improvement in processes/routine tasks. You will be asked to master software applications used in support of the Board. This position is located at our Corporate Headquarters office in Saint Paul, Minnesota, and eligible for the hybrid work schedule with an expectation of 100% on-site when necessary to meet the in-person demands of the role in preparation for Board meetings.

Requirements

High School Diploma or equivalent
Five years of professional experience, with exposure to executive levels of leadership
Expert Proficiency in Microsoft Office skills (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday, Concur, Board Vantage, and Legal Tracker
Excellent grammar, punctuation and spelling
Understanding of deadlines with minimal supervision
Demonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issues
Excellent organizational, project management, and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilities
Exceptional interpersonal skills, collaboration, friendly and professional demeanor
Ability to uphold the strictest level of confidentiality and effectively manage sensitive information with professionalism and speed

Nice To Haves

Bachelor’s Degree
2 years of experience working for a Fortune 500 company
3 years of corporate experience in companies with more than 10,000 employees
2 years of legal secretary experience
Proficiency in calibration and delegation of duties
Previous experience as an Executive Assistant reporting directly to senior management
Strong verbal and written communication skills
Demonstrated follow-through and results delivery
Flexibility to respond to urgent project needs and shifting priorities
Strong customer focus and approachability
Critical thinking, analytical, and problem-solving skills
Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment
Adaptability and flexibility, with a willingness to collaborate in a team environment

Responsibilities

Coordinate Board Calendar Scheduling
Coordinate with senior executive assistants across functions to schedule required meetings, including but not limited to: Audit Committee prep, Compensation & Human Capital Management Committee prep, Finance Committee prep, Governance Committee prep, Safety, Health & Environment Committee prep, Board prep sessions, Internal Board follow-up/debrief meetings, Logistics team meetings
Co-own and co-manage Board of Directors Outlook calendar
Send calendar invitations for Board and Committee meetings from the Board of Directors calendar
Ensure calendar holds are sent for all published Board of Directors meeting dates
Send calendar invitations for committee preparation meetings involving Board Directors from the Board of Directors calendar, in collaboration with senior executive assistants
Maintain working summary of all meetings prior to each BOD meeting
Email Communications – including events-related communications
Assist with draft communications to directors and meeting attendees with meeting details
Draft and send pre-meeting communications to Board members and meeting attendees with confirmation of individual logistics
Assist with preparation of annual communication to Board members with meeting dates and locations for upcoming year
Assist with preparation of annual communication to internal attendees and assistants (COO/CFO/CHRO) with dates and locations for upcoming year
Prepare summaries of Director flight options to help plan proposed Board agendas and meeting timing
Prepare cheat sheets and Wi-Fi instruction cards
Manage related logistics – transportation reservations and all changes, air arrangements and related summaries
Track Board meeting logistics – Attendee list, run of show
Cross functional assistance with seating charts and meal selections
Process Board Expense Reimbursements
Prepare CEO expense report
Review and approve expense reports on behalf of CEO for direct reports
Prepare Corporate Aircraft flight utilization reports
Maintain CEO Outlook contacts and distribution lists
Prepare Holiday Cards distribution lists
Prepare and send GMT anniversary cards
Event preparation assistance (name badges/attendee lists)
Visa and passport applications
As needed, act as on-site back-up executive assistant during vacation/absence of other senior executive assistants
Other special projects and support as assigned