Senior Executive Assistant

Axalta•Philadelphia, PA

1d•Onsite

About The Position

The Sr. Executive Assistant will serve as the first point of contact for the Chief Executive Office and the Chief Financial Officer. This role requires exceptional communication capabilities both verbally and written, for internal and external audiences, as well as a professional demeanor, collaborative style, exceptional analytical skills, an understanding of the needs of high-level executives, and an ability to anticipate issues before they arise and manage situations calmly and with sophistication. The Sr. Executive Assistant must have the ability to maintain the utmost confidentiality and to work under pressure with professional composure, staying focused on execution. Much of the day-to-day work will center on prioritizing inquiries, making global travel arrangements, completing expense reports, scheduling meetings, calendar management, invoice processing and effectively managing the flow of incoming information insuring it is routed effectively and efficiently. This individual will be expected to work autonomously, yet collaboratively with other administrative support, executive leaders and board members, and will provide a broad range of administrative support, including confidential details.

Requirements

High school diploma required
7+ years related experience supporting similar Executive level leaders
Excellent attention to detail
Ability to work onsite at our Global Headquarters in Philadelphia
Excellent references from other Executives or Executive Assistant’s
Must possess exceptional verbal and written communication skills and executive presence
Demonstrates sound judgement and utilizes excellent decision making skills
Demonstrated ability to effectively manage confidential information to the highest standards
Demonstrated ability to effectively work with both internal and external stakeholders under time constraints
Ability to work in a fast-paced environment and ability to multi-task, prioritize and organize work under tight deadlines and changing priorities
Keeps a positive, professional attitude, even while dealing with issues that arise
Ability to travel, if and when the need arises
Ability to anticipate needs and proactively source/find solutions
Ability to work with others and as part of a team and individually without direct supervision.
Advanced proficiency in MS Office including PowerPoint, Word, Excel, and Outlook (scheduling, managing multiple calendars/email boxes, meeting tools) with previous work experience with internal travel and expense systems
Technologically savvy

Nice To Haves

Associate or bachelor's degree preferred
Analytical skills using excel and related project work preferred

Responsibilities

Works closely and effectively to keep the executives well-informed of upcoming commitments and responsibilities, following up appropriately.
Prioritizes conflicting needs; handles all matters expeditiously, proactively and follows through on projects to successful completion often with deadline pressures.
Utilizes a PC, MS Office Software and related software and technology to accomplish assignments.
Receives and responds to routine correspondence following established procedures not requiring management review.
Manages and maintains daily calendars and resolves scheduling conflicts, schedules various meetings and appointments.
Arranges complex and detailed global travel arrangements, detailed itineraries, and agendas (including international air, hotel, car, etc.) for the client base.
Reconciles and maintains expense records, statements, and invoices.
Prepares meeting notes, slides, and summaries for advance distribution.
Creates, transcribes, and distributes meeting agendas and minutes.
Maintains files documents appropriately while ensuring compliance with records management requirement.
Creates and maintains Excel and other databases and organizational charts.
Supports department-related work including meeting preparation, planning, scheduling, and processing purchase requisitions.
Participates in project-based work as needed, while focusing on the coordination and prioritization of appointments and business obligations, managing calendars (Outlook), expense management (Concur), PO Creation in Ariba.
Other duties as assigned.