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Executive Assistant to the CFO and General Counsel

Executive Assistant to the CFO and General Counsel

Reporting directly to the Chief Financial Officer, this Executive Administrative Assistant provides lead administrative support to the CFO and the GC and coordinates the Board of Directors. This role interacts with all levels of management and corporate employees across all global regions (and time zones), and has direct contact with Directors, key customers and vendors, external organizations and consultants, and occasionally even end-consumers, regarding all aspects of business operations.

This individual must have exceptional communication and organization skills, and a strong work ethic with high attention to detail and follow-ups.  S/he should be a self-starter with high initiative, who can work independently but also thrives in a dynamic, results-oriented, and fun business environment.

 Responsibilities

  • Heavy calendar management, significant international and domestic travel arrangements
  • Composing, preparing, editing correspondence – not only to and within the company organization but often with outside executives or directors, government officials, news media, etc.
  • Department invoicing and light budget work
  • Expense report preparation and credit card statement reconciliation
  • Acting as the primary liaison between internal and external contacts when coordinating meetings and events.
  • Coordinating sign-offs and approvals needed from executives by various folks across the organization – finding a way to provide access without letting calendars or timelines get bogged down; sometimes requiring creative problem solving
  • Partnering closely with each executive to ensure they are well informed of upcoming commitments and responsibilities, and following up as needed
  • Screens incoming calls, receives and routes mail, and responds to general requests for information on behalf of each executive, where appropriate
  • Provides clear and direct communication between each executive and their staff; demonstrates leadership to gain and maintain credibility, trust, and respect of all employees
  • Coordinates and schedules internal meetings and department events, creates meeting agendas and follow-up meeting notes, as needed
  • Creates or edits PowerPoint presentations, as needed
  • Develops and maintains solid working relationships with other administrative assistants, both domestically and globally in offices around the world
  • Other duties as assigned
  • Board of Director Meetings / Offsite Meeting Planning: Assists with the logistics for quarterly Board Meetings, requiring interaction with external board directors and company Capital.  Also responsible for planning efforts for any off-site Board meetings as deemed necessary (e.g. recent Board Meeting in Frankfurt Germany).
  • Conducts site inspections and determines appropriate venues / facilities (i.e., hotels), caterers, ground and air transportation, etc. negotiates cost-effective contracts with all associated vendors
  • Manages the meeting’s payment schedules and budget
  • Prepares meeting agendas, coordinates food and beverage for each meeting, and communications regarding the meetings, and prepares calendar invitations for each meeting
  • Coordinates logistics and travel for several Board Directors around the meetings
  • Produces presentations for the event, and coordinates any outside speakers, presenters or guests
  • Leadership Team Coordination: Work with members, and their respective assistants, to ensure productive business rhythm and prioritization of activities/dialogues.
  • Schedule company meetings and coordinate/assemble agenda in advance of meeting, ensuring that each company member’s needs are met and that they are adequately prepared for engagement
  • Attend company meetings and take meeting minutes, as needed
  • Work with CFO and the SVP Transformation PMO to ensure all important company deliverables or issues are put in front of CEO and company for fast decision making

Requirements

  • Minimum 10 years’ experience supporting multiple senior-level, C-suite executives
  • Minimum high school graduate possessing some formalized executive assistant training; Associates or Bachelor’s degree preferred
  • Experienced interacting and coordinating with a Board of Directors
  • Experience in a global organization with significant international engagement and planning preferred
  • Experience in a consumer products / manufacturing industry beneficial
  • Maintains confidentiality and exercises discretion when handling sensitive, highly confidential materials
  • Builds successful and trusting relationships with CFO’s and GC’s direct reports
  • Builds successful and trusting relationships with company executives and their assistants, Board Members and company members
  • Can represent / respond on CFO’s or GC’s behalf during their absence, as appropriate
  • Can adapt quickly to a changing environment or a crisis management situation, keeping the business’ priorities in focus
  • Displays enthusiasm for the job, and contributes to the culture
  • Exhibits professional behavior that creates trust and confidence in his/her abilities
  • Consistently demonstrates a team attitude with a “no job too small” approach to their work
  • Possesses a positive attitude in approach to responsibilities and colleagues
  • Anticipates executives’ administrative needs; proactively identifies and recommends actions to meet those needs
  • Seeks out additional responsibilities and takes personal initiative to drive positive change
  • Proactively lends support to fellow EA team members for special projects and/or when needed
  • Proven success in managing multiple work assignments, and high degree of complexity
  • Experience with planning and coordinating large internal and external off-site meetings
  • Ability to communicate effectively in both oral and written communications
  • Experience taking meeting notes and distributing action items with appropriate follow-up
  • Possess an aptitude for new technology
  • Highly proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, and TEAMS)

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