Executive Assistant

Kimberly-Clark • Neenah, WI

17h • Hybrid

About The Position

You’re not the person who will settle for just any role. Neither are we. Because we’re out to create Better Care for a Better World, and that takes a certain kind of person and teams who care about making a difference. Here, you’ll bring your professional expertise, talent, and drive to building and managing our portfolio of iconic, ground-breaking brands. In this role, you’ll help us deliver better care for billions of people around the world. It starts with YOU. We are looking for a team-oriented, highly organized, planner, and proactive problem solver to provide a full range of administrative support to the Vice President of Enterprise Capital Engineering and her leadership team of one Senior Director and three Directors, as well as occasional support the Senior Director of ESC Strategy and Transformation and other ESC team members based in Neenah, WI. This individual will support several executive leaders and the needs of their organization and be skilled in managing/balancing priorities across many areas. In this role, you will: Works to manage repeat meeting cadences with a variety of folks across the organization making updates as is appropriate based on need and calendar conflicts; Prioritize meeting invites; resolves ongoing change and conflicts; works with leader on critical priorities protecting or adjusting calendars as required. Makes preparations for department, staff and other meetings including creating agendas, preparing any meeting materials/scorecards and/or presentations, scheduling the conference space required, connecting meetings to the required technology, facilitating meals and refreshments and may include managing the budget for these meetings and /or conferences. Capture meeting minutes and action items during functional leadership staff and department meetings. Work with other Executive Assistants sharing best practices and coordinating calendars; Works with leadership team to establish and maintain Onboarding/Offboarding processes for the engineering organization including, but not limited to: Requesting network access, IT equipment, Corporate credit cards, Desk/workstations. Works in partnership with team Safety Coordinators to distribute relevant safety equipment, ensure uniform purchases are managed, ensure stock of critical supplies, and supports coordination across the team in this space; Support travel booking/changes and any VISAs needed for international travel Manages reconciliation of corporate credit cards for self and Executive(s), working with managers/supervisors and senior management to ensure the accuracy/timeliness of expense report submission; Maintains appropriate department email distribution lists Maintain and update any relevant department SharePoint sites; Receives sorts, distributes, opens and screens incoming email, mail and faxes. Categorizes and prioritizes response needed. Uses initiative to prepare responses for signature and to assemble background information from many sources; Sends organizational announcements on behalf of leaders; Maintains accurate records and files for easy retrieval when information is requested or needed; Provides set-up assistance for all Capital Project Teams sites per the aligned standard. Maintain and update any relevant department processes or procedures; Assist leaders with locating relevant company policies, processes or procedures for purposes of staff management Scheduling onsite/virtual interviews with candidates & scheduling the debrief (DIS) calls Manages Purchase Orders and Requisitions with external suppliers and vendors (ex: Guidant Global); Assists with statements of Work (SOWs) and Contractor onboarding for leaders

Requirements

• Associate’s degree or equivalent experience; and 5+ years administrative support experience in a corporate environment, supporting senior management level leaders (i.e. Sr Directors or VPs)
• Experience working with Global teams and Global Calendar management is critical
• Experience with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
• Experience and knowledge with communication platforms: Zoom and Microsoft Teams

Nice To Haves

• SAP, Workday and web based (Concur) travel and expense reporting system knowledge a plus

Responsibilities

• Works to manage repeat meeting cadences with a variety of folks across the organization making updates as is appropriate based on need and calendar conflicts
• Prioritize meeting invites
• resolves ongoing change and conflicts
• works with leader on critical priorities protecting or adjusting calendars as required
• Makes preparations for department, staff and other meetings including creating agendas, preparing any meeting materials/scorecards and/or presentations, scheduling the conference space required, connecting meetings to the required technology, facilitating meals and refreshments and may include managing the budget for these meetings and /or conferences
• Capture meeting minutes and action items during functional leadership staff and department meetings
• Work with other Executive Assistants sharing best practices and coordinating calendars
• Works with leadership team to establish and maintain Onboarding/Offboarding processes for the engineering organization including, but not limited to: Requesting network access, IT equipment, Corporate credit cards, Desk/workstations
• Works in partnership with team Safety Coordinators to distribute relevant safety equipment, ensure uniform purchases are managed, ensure stock of critical supplies, and supports coordination across the team in this space
• Support travel booking/changes and any VISAs needed for international travel
• Manages reconciliation of corporate credit cards for self and Executive(s), working with managers/supervisors and senior management to ensure the accuracy/timeliness of expense report submission
• Maintains appropriate department email distribution lists
• Maintain and update any relevant department SharePoint sites
• Receives sorts, distributes, opens and screens incoming email, mail and faxes
• Categorizes and prioritizes response needed
• Uses initiative to prepare responses for signature and to assemble background information from many sources
• Sends organizational announcements on behalf of leaders
• Maintains accurate records and files for easy retrieval when information is requested or needed
• Provides set-up assistance for all Capital Project Teams sites per the aligned standard
• Maintain and update any relevant department processes or procedures
• Assist leaders with locating relevant company policies, processes or procedures for purposes of staff management
• Scheduling onsite/virtual interviews with candidates & scheduling the debrief (DIS) calls
• Manages Purchase Orders and Requisitions with external suppliers and vendors (ex: Guidant Global)
• Assists with statements of Work (SOWs) and Contractor onboarding for leaders

Benefits

• Great support for good health with medical, dental, and vision coverage options with no waiting periods or pre-existing condition restrictions.
• Access to an on-site fitness center, occupational health nurse, and allowances for high-quality safety equipment.
• Flexible Savings and spending accounts to maximize health care options and stretch dollars when caring for yourself or dependents.
• Diverse income protection insurance options to protect yourself and your family in case of illness, injury, or other unexpected events.
• Additional programs and support to continue your education, adopt a child, relocate, or even find temporary childcare.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees