Remote Executive Assistant.

Tasks

We are looking for a responsible, professional, and flexible Executive Assistant who will provide high-quality administrative assistance in a hybrid working environment. This Executive Assistant will support up to three team vice presidents on the Corporate Sustainability team, including the Head of Corporate Sustainability.

The ideal candidate must be experienced in working in an agile environment and using several collaborative digital tools. Building strong relationships, excellent organization skills, ability to manage and operate in a dynamic environment, being resourceful and knowing how to navigate large organizations will also be critical to success in this position.

Day to day responsibilities include, but are not limited to:

Manage calendar activity: coordination and oversight of internal and external business meetings, making all necessary arrangements including sending invitations, reserving facilities, audio, telepresence and visual setup, transportation, catering and preparation of meeting materials or agendas where appropriate

Support onboarding, including equipment, access and support with onboarding plans for new hires to the team

Managing some partnerships and corporate memberships on behalf of the CS team

Make travel arrangements and itineraries including air, hotel, wire payments, transfers and visas

Prepare, reconcile and process expense reports in line with company and organization requirements using Concur Expense System

Create and manage strong administration and approvals processes within the CS team.

Manage general follow-up and generate reminders to effectively meet deadlines and commitments

Procure laptops, office supplies, office space, etc. and managing the procurement process including researching and approving invoices, and researching standard accounting errors

Manage administration including updating distribution lists, onboarding for new hires and external vendors, track external scopes of work

Be proficient in understanding and usage of major social media tools, including LinkedIn, Facebook, Twitter, Instagram and Tik Tok

Requirements

Qualifications

Minimum 4 years of executive administrative support experience within a large organization

Ideally:

Experience interacting with senior executives of a large corporation

Proven track record of managing executives effectively with a customer first mentality and keen attention to the executive s experience and needs

Experience supporting global leaders located across multiple time zones

Ability to operate with a high level of integrity for handling sensitive issues and maintain complete confidentiality

Ability to develop and deliver effective verbal and written communications, at all levels of management, colleagues and business contacts, to clearly convey information and/or to influence thinking or action

Excellent time management and organizational skills with a strong focus on accuracy and attention to detail, with the ability to work flexibly, sometimes under pressure

Proven ability to manage multiple priorities, work within deadlines in a fast-paced, dynamic environment and execute across multiple initiatives/tasks

Ability to identify problems, determine possible solutions, and actively work to resolve issues

High level of proficiency using MS Office including Word, Excel and PowerPoint, as well as internal AXP (or related) tools and systems Live Meeting, webcam, phone functions, MS Outlook, Ariba, Concur, Payroll, SharePoint, and myHR

Strong interpersonal, relationship and networking skills to build and maintain effective professional relationships across all areas of the organization

Ability to interact effectively and diplomatically with executives and Executive Assistants across the organization

Must be a team player who excels working in a dynamic environment