Senior Executive Assistant

Axalta•Philadelphia, PA

1d•Onsite

About The Position

The Sr. Executive Assistant will serve as the primary point of contact for the Chief Executive Officer and the Chief Financial Officer. This role demands exceptional verbal and written communication skills for both internal and external audiences, a professional demeanor, a collaborative approach, and strong analytical capabilities. The assistant must possess a deep understanding of the needs of high-level executives, with the ability to anticipate issues proactively and manage challenging situations with composure and sophistication. Maintaining the utmost confidentiality and performing effectively under pressure are critical aspects of the role. Daily responsibilities will largely involve prioritizing inquiries, coordinating global travel, processing expense reports, managing complex calendars and meeting schedules, handling invoice processing, and ensuring efficient routing of incoming information. The individual is expected to operate autonomously while also collaborating closely with other administrative staff, executive leaders, and board members, providing comprehensive administrative support, including handling sensitive and confidential matters.

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.