Executive Assistant

Executive Assistant III - HAR030022

C-suite level Executive Administrative Assistant

Position Summary:

This position will support a variety of Exec. Administrative tasks such as extensive calendaring, travel management (both domestic & international) and occasional PowerPoint presentations for a meticulous C-suite level executive with an arduous work ethic. Role requires incumbent to be extremely computer savvy with advanced level skills for preparing reports and correspondence. Incumbent will work with confidential information on a regular basis, so acute business acumen is paramount. This role will also receive visitors, coordinate conference (and video) calls, schedule meetings, route approvals and represent Exec. leadership using discretion on their behalf.

Job Responsibilities:

• Arrange for domestic and international business and travel schedules for numerous employees including upper management, proactively coordinating the pre-planning of trips with various internal functions, while maintaining each individual’s personal agenda.
• Organize agendas and make arrangements for the Executive while managing, coordinating, and complementing senior management’s time and promoting the corporate image by representing the organization internally and externally.
• Maintain and update the tracking system or department related databases including financial documents.
• Ability to expedite passports, visas, welcome letters and other international entry rules for many HARMAN sites.
• Prepare and compose basic correspondence, reports, and memorandums from instructions of the supervisor, using more advanced features in several computer programs such as word processing, spreadsheet, and graphic software.
• Budget responsibility for all costs associated with departmental supplies. Includes order preparation, tracking, and annual budgeting of costs.
• Prepare internal and external presentations through several refinement cycles into final document form for review by upper management, including board of directors.
• Submit expense reports on behalf of numerous staff members, approve and/or deny reports on behalf of supervisors, and have the ability to use discretion when apporving or denying such reports.
• Knowledge of SAP and functions. Familiarity of SAP and ability to create and route purchase requisitions and orders to the correct department heads, skill to modify SAP account profiles and creation of new user account.
• Submits reports specific to supervisor’s staff schedules and cost center transactions, maintaining this information on hand for direct communication.
• Schedule and maintain calendar appointments, set up meetings and prepare, type, and distribute itineraries.
• Order supplies and maintain office equipment.
• Set up and maintain file system; carry out routine office procedures, such as photocopying, filing, etc.
• Organize incoming visitor’s travel and sustain a relationship between visitor and face of the company.
• Advanced Microsoft PowerPoint, Excel, Word, and Outlook skills.

Experience Required:

• 7 + years of related Exec. Administrative experience
• Experience working with C-suite level executives is required
• Must have advanced level MS Office experience
• Previous experience booking international travel required
• Must have considerable knowledge of principles and practices of executive administration.
• Strong oral and written communication skills and excellent interpersonal skills critical
• Must have technical aptitude with the ability to engage in a variety of project work
• Ability to maintain official documents/ records and recognizing confidentiality of sensitive information critical

Education:
Associate Degree; Bachelor’s preferred

***Potential to convert to perm for the right person***

Job Type: Contract

Salary: From $35.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Supplemental Pay:

• Signing bonus

Experience:

• Microsoft Excel: 6 years (Preferred)
• Calendar management: 6 years (Preferred)
• Travel management: 6 years (Preferred)

Work Location: One location