Senior Executive Assistant

Specialty Granules•Parsippany, NJ

About The Position

Function Overview & Summary The Senior Executive Assistant provides comprehensive administrative support to the President - Specialty Products & Services and the President - SGI . This role serves as the primary point of contact for both internal colleagues and external constituencies for all matters pertaining to the President - Specialty Products & Services and the President - SGI (the “Executives”) . The Executive Assistant will also act, from time to time, as a liaison with the administrative team at Standard Industries (GAF’s Parent Company), GAF, and GAF’s and SGI’s senior management teams. The ideal candidate is a collaborative partner who strives to facilitate executive efficiency.

Requirements

Bachelor's degree .
10+ years of experience supporting C-Level Executives .
Advanced Proficiency in Google Suite (Gmail, Docs, Sheets, and Slides).
Flexible hours as dictated by the needs of business for projects and meetings, including maintaining availability on evenings and weekends in the event urgent matters require attention (infrequent).
Willingness to travel as needed to support major projects/initiatives ( approx. 5% travel ).
Strong administrative and organizational skills , with exceptional ability to prioritize and perform varied tasks at a high level, within deadlines and with excellent attention to detail .
Excellent interpersonal skills and the ability to build strong, functional relationships quickly with colleagues, based on trust and mutual respect.
Excellent written and verbal communication skills .
Proactive and creative attitude and approach to problem-solving, including the ability to be resourceful, independently-directed , and flexible when necessary.
Emotional maturity , demonstrating leadership and credibility with colleagues and other constituencies.
Excellent judgment in a diversity of situations.
Ability to read situational context and act/adjust approach accordingly .
Must be eligible to work in the U.S. without need for employer-sponsored visa (work permit).

Responsibilities

Prioritizing and managing a complex and dynamic calendar while maintaining a realistic schedule for the Executives that includes sufficient time for focused project work and strategic thinking about the company's direction.
Helping to implement a “gatekeeper” and “gateway” function to protect the executive’s time , while simultaneously ensuring key stakeholders have necessary access to advance company interests.
Managing sensitive matters with a high level of confidentiality and discretion , especially decisions directly impacting company operations.
Coordinating complex travel arrangements , including developing detailed itineraries, scheduling meetings with critical participants, and optimizing and booking travel arrangements for the Executives and their teams, as necessary.
Leading the planning and coordination of executive offsite retreats , key cross-company conferences, and engagements for the Executives, working closely with third parties and; other administrative professionals within the company.
Composing, preparing, and creating correspondence, itineraries, agendas, briefing documents (see below), reports, special projects, and other documents, including creating first drafts of written communications for internal and external constituencies.
Preparing and processing expense reports for the Executives.
Reading, researching, collecting, and analyzing information as needed and preparing briefing documents with respect to meeting attendees (outside parties), manufacturing sites, companies, etc., in advance of Executives’ meetings or other events.
As needed, representing the Executives by welcoming visitors, answering questions, and meeting requests directed to the Executives.
Maintaining an office setup that optimizes workflow .
Completing ad hoc projects and special assignments as assigned by the executives.