Executive Assistant to Vice President
What You'll Do:
As the Executive Assistant to the Vice President, you'll provide comprehensive secretarial services, demonstrating strong judgment, professionalism, and confidentiality. This role is perfect for a high-performing, energetic, and personable professional who can effectively prioritize and manage tasks while representing the Vice President with excellence.
What We Offer:
* Competitive Salary: Industry-leading compensation.
* Comprehensive Benefits Package: Including pension, life assurance, employee assistance program, referral scheme, and discounts on high street brands and Johnson Controls security products.
* Training Opportunities: Extensive product and cross-training with excellent resources.
* Supportive Environment: Collaborative team atmosphere.
* Safety Commitment: Dedication to safety through our Zero Harm policy.
* Business Resource Groups: Access to various business resource groups.
* Values Training: Training on our company values.
How You'll Do It:
* Handle confidential information with discretion and interact effectively with all levels of management, other departments, and internal and external customers using tact and diplomacy.
* Manage internal communications for the Vice President and collaborate with stakeholders to effectively capture and curate content tailored for targeted audiences.
* Administer legal paperwork for business entities, ensuring documents are notarized and/or apostilled where necessary.
* Coordinate with legal counsel and internal stakeholders to organize legal documents for various business entities, ensuring compliance with regulatory requirements.
* Follow up on actions and projects assigned by the Vice President.
* Anticipate issues and take appropriate action to ensure the most effective use of the Vice President’s time; advise of incoming priorities on a timely basis.
* Organize and prepare relevant documentation for meetings, coordinate agenda items, and follow up with meeting contacts.
* Prepare correspondence and presentation materials for executive use, including PowerPoint presentations, document formatting, photocopying, maintaining an electronic filing system, mail sorting, telephone screening, and drafting responses to semi-routine inquiries.
* Perform other administrative duties to support the smooth operation of the office, including maintaining and ordering office supplies and equipment.
* Assist in planning events such as company and department outings, lunch meetings, holiday parties, social committee activities, and offsite meetings.
* Organize, direct, and follow up on all administrative details as assigned, ensuring all work is done accurately and on a timely basis. This includes full calendar management, expense reimbursement using Concur, and travel arrangements.
* Arrange hotels, catering, dinners, car service, etc., for sales meetings, customer meetings, etc.
* Reserve conference rooms.
What We're Looking For:
* Extensive experience as an Executive Assistant, demonstrating proficiency in working across multiple time zones simultaneously.
* Strong interpersonal skills with a high comfort level in dealing with senior leadership and individuals at all levels and international backgrounds.
* A team player who collaborates well across departments to ensure desired outcomes are achieved.
* Demonstrates tact and professionalism and maintains the highest level of confidentiality.
* Excellent prioritization and time management skills in a fast-paced, high-volume workload, multi-tasking environment while maintaining a high degree of accuracy.
* Strong service orientation and sound judgment in assessing and handling requests.
* Excellent verbal communication, writing, and editing skills.
* Proficiency in Microsoft Word, Excel, and PowerPoint.
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