Executive Assistant (H)

Hollingsworth & Vose•Walpole, MA

8d•Onsite

About The Position

Provides day-to-day administrative and project support to commercial and strategy Executives for multiple business units. Assumes responsibility for a wide variety of situations to increase the time available for Executive to carry out executive level duties and functions. Requires broad knowledge of organizational operations and policies, a high level of experience, discretion and technical skill and the ability to operate with great latitude for independent judgment and initiative.

Requirements

Associates Degree or equivalent work experience.
5 - 8 years in a corporate environment working for C-level staff.
Proactive, ability to organize workload and perform tasks effectively with minimal supervision.
Ability to determine potential solutions to problems/issues and work towards a resolution independently.
Strong attention to detail and follow up.
Able to manage multiple projects simultaneously and work with competing priorities.
Excellent interpersonal skills to handle sensitive and confidential situations and work with all levels of the organization.
Advanced knowledge of Microsoft Office products required, including SharePoint.
Familiar with Oracle Enterprise Application.

Responsibilities

Schedules and coordinates meetings, travel, departmental activities, and other engagements for executives, as well as for business unit vice presidents, general managers, and members of the Commercial and Strategy team, as time permits.
Gathers and prepares information for discussions and meetings with the internal leadership team, Board of Directors, executive staff, and external stakeholders.
Develops and formats presentations, special reports, correspondence, memoranda, charts, tables, graphs, business plans, and related documents based on broad conceptual direction.
Organizes and prioritizes large volumes of information to ensure efficient access and retrieval.
Responds to routine inquiries from internal team members and external vendors, assesses priority, and escalates matters as appropriate.
Processes expense reports and payments accurately and in a timely manner.
Secures required travel authorizations and visas for international travel.
Works independently and collaboratively on special assignments and ongoing projects.
Plans, coordinates, and executes internal team events and trade show customer events.
Monitors budgets against actual expenses for trade shows and internal and external commercial events.
Coordinates the distribution of materials on behalf of executives, including trade show customer event invitations, customer announcements, brochures, and related communications.
Manage all aspects of trade shows where H&V exhibits, including: Booth display, electrical, shipping, catering and audio/visual needs; Hotel, and registration logistics for all attendees; Customer event logistics; Maintaining a spreadsheet to track all customer meetings & logistics of the event; Organize the planning committee and take the lead on planning the event with internal and external individuals.
Order and stock kitchen supplies, including coffee and Bevi supplies.
Order and stock all office supplies for multiple departments.
Serve as point person for all new hires, including: Assimilation and meet-and-greet meetings; Travel arrangements; Administrative tasks and other onboarding needs (business cards, corporate cards, etc).
Flexibility within the traditional workday schedule, evening and weekend availability occasionally, as well as some personal tasks for executives.