Executive Assistant

Job Description

ORGANIZATION: Acelity               DEPARTMENT: Field Service                      REPORTS TO:     VP North America Field Service

                                                                                      

Job Summary:

The Executive Assistant position is responsible for performing administrative tasks in support of the Vice President according to Company and Department procedures while exercising a high degree of discretion. The Executive Assistant acts as a liaison between the Vice President and other company managers and departments.  This role is the primary administration liaison to both the corporate and Field Service teams, supporting the development and production of presentation materials and coordinating program meetings, training sessions, and events.

The successful individual must be self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced corporate environment. Additonally, this individual  will be able to proactively identify and act on the needs of the VP and senior leaders and perform administrative tasks to ensure our company work flow runs smoothly.

Principle Responsibilities: (essential job duties and responsibilities)

  • Plans, arranges and maintains the Vice President’s schedule to ensure preparedness for meetings and on time transition between meetings and locations
  • Plans and coordinates VP’s travel, including managing travel itineraries and logistics and the processing of related expenses
  • Support travel planning and expense report management for Senior Field Service leaders
  • Maintains confidential reports and records
  • Initiates types and distributes correspondence as determined by department needs, including preparation and distribution of reports/data to appropriate personnel
  • Processes incoming communications
  • Prepares presentations for meetings and department town halls
  • Supports tracking of project milestones and deliverables, along with ownership of minutes during meetings and tracking of follow-up activities
  • Processes / receives invoices for payment in line with company procedures
  • Plans, schedules and coordinates on and offsite events to include logistics, lodging, catering, audio/visual needs, etc. and is the primary interface with event planning and locations to ensure alignment of  budgeting, expense management & meeting forecasting
  • Conforms to, supports and enforces all Company policies and procedures

Skills and Experiences:

  • Strong organizational skills with excellent attention to detail
  • Intermediate experience with Microsoft Word, Excel, PowerPoint and Outlook 
  • Experience developing and maintaining meeting budgets
  • Demonstrated communication and presentation skills
  • Ability to interact with all employees and external business contacts while conveying a positive, service oriented attitude
  • Ability to maintain confidentiality and discretion in business relationships and exercise sound business judgment

Competencies/Values:

  • Customer Orientation
  • Communication
  • Active Learning
  • Planning and Organizing
  • Adaptability
  • Managing Work
  • Technology Savvy
  • Customer First
  • Integrity
  • A Will to Win
  • One Acelity

Minimum Qualifications:

  • 3-5 years proven experience in an Executive Administrative Assistant or similar role supporting senior managers
  • Exceptional organizational skills with ability to think proactively and prioritize work in a diverse multi-functional environment
  • Exceptional verbal, written and interpersonal communication and presentation skills.
  • Intermediate+ experience with Microsoft Office applications including:  Word, Excel, PowerPoint, Outlook, Teams, & Sharepoint
  • Experience planning, organizing and coordinating offsite meetings for 10-100 people.
  • Experience exercising discretion & confidentiality with sensitive company information
  • Ability to type 60+ words a minute.
  • Friendly and professional demeanor

Education:

  • High school diploma or equivalent required
  • Associates degree in business administration or related field preferred
The information listed above is not a comprehensive list of all duties/responsibilities performed. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. Any physical and mental requirements described in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EOE AA M/F/Vet/Disability: Acelity L.P. Inc. and its subsidiaries are an equal opportunity and affirmative action employer and give consideration for employment to qualified applicants without regard to race, ethnicity, color, religion, sex, sexual orientation, gender identity, pregnancy, national origin, age, disability, veteran status, or genetic information or any other legally protected characteristic. If you'd like more information about your EEO rights as an applicant under the law, please click here: http://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf VEVRAA Federal Contractor