Executive Assistant – Mast Global

Job description

Description

The Executive Assistant will provide primary support to the Executive VP of Global Technical Services and Sr. VP of Technical Operations, as well as secondary support to two additional VPs within the team. They will perform administrative duties for executives including; screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; supporting the team with new hire arrangements and ensuring office supplies are readily available. This role requires strong computer and Internet skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters is a must.

Job Duties:
• Complete and reconcile expense reports with credit card statements, research disputed items, submit approvals; manage invoices for timely payments
• Organize international and domestic travel, analyze travel plans and compare prices for the most cost effective travel plans
• Process forms for leaders for International Visas, request for additional pages and renew passports, prepare introduction/ Invite letters for associates and vendors
• Manage leaders’ calendars and troubleshoot all conflicts
• Manage emails (respond to various matters and emit office notifications) while maintaining a high level of confidentiality
• Ensure leaders are prepared with all materials and information for meetings and events
• Facilitate meeting room set up and logistics for each leader – schedule conference rooms, call in numbers, set up video, projectors or Telepresence for each meeting
• Submit Ariba orders
• Organize and assist with cross functional meetings – connect video/telephone conference, print materials, update logs and meeting planners
• Manage facility issues (copy machine service, office equipment orders, recycle/trash bins request, storage etc.)
• Determine the needs & ensure appropriate office supplies are secured and acquire materials for special projects
• Assist with department specific projects within scope (i.e. onboarding agendas for regional leaders)
• Create and modify organizational charts

Qualifications

• 6+years related experience supporting executives / leadership in fast-paced dynamic environment
• Advanced PC skills (proficient using Microsoft Windows, Word, Excel, Outlook, PowerPoint, Adobe Acrobat), Concur
• Strong verbal and written communication skills
• Attention to detail, follow-up and excellent organization skills
• Ability to maintain confidentiality
• Ability to handle multiple tasks simultaneously
• Strong sense of urgency, adaptability, flexibility and resourcefulness
• Ability to exercise independent judgment
• Bachelor’s Degree or equivalent preferred

An equal opportunity employer, we do not discriminate in hiring or terms and conditions of employment because of an individual’s race, color, religion, gender, gender identity, national origin, citizenship, age, disability, sexual orientation, marital status or any other protected category recognized by state, federal or local laws. We only hire individuals authorized for employment in the United States.