We are seeking a
Executive Assistant for a large, global B2B high-tech company. This Role Assistant role will report to the Chief Equity & Inclusion Officer and collaborate with the DEI and Workforce Advancement (WFA) leadership team. You will be in constant communication with the DEI & WFA team and partners within the Global People organization
This is a 4-month Contract, (Extension Possible) 40-hours-per-week Onsite role.
This is a W2 employee of Stage 4 Solutions. Health benefits and 401K are offered.
Responsibilities - Calendar and Meeting management
- Coordinate internal and external meetings including team meetings, executive meetings, virtual meetings/Zoom scheduling, in-person meetings, one-on-one meetings, off-site meetings, team building and other events.
- Assist with meeting needs, agenda support, note taking, printed materials, and catering
- Proactively manage calendar requests and conflicts, understand how to prioritize meetings when resolving calendar conflicts, ensure virtual meeting links work for seamless experience for attendees.
- Handle all travel (flight, hotel, car) arrangements (domestic and international) and relevant agendas
- Expense management duties, which includes submitting expense reports and receipts in a timely manner
- Provide onboarding support for new hires, including space, equipment requests, onboarding meeting scheduling, updating appropriate email distribution lists, providing access to team calendar and folders, and being admin point of contact for new hire
- Project work as needed to support team goals, such as creation of slide decks and implementing processes and ideas valuable to the team
- Provide onboarding support for new vendors and suppliers, including support with purchase requests and purchase orders
- Meeting and interview preparation.
- Work with recruiting team to provide mutually convenient times for candidates and interviewers.
- Ensure interviewers are prepared with resume copies and other materials needed prior to interview start times.
Requirements
- 5+ years of administrative assistant experience supporting executive-level and above
- Proactive, two-steps ahead work ethic, attitude, and approach
- Superior communication skills with the ability to work across all levels
- Strong attention to detail
- High commitment to the experience of executives and others you interact with
- Strong ability to multi-task, manage multiple requests, and conduct follow-up as needed to meet timelines
- Flexibility and ability to adjust in response to changing priorities and needs
- Ability to drive schedules and agendas with deeper understanding of context and priorities
- Strong teamwork and interpersonal skills, with confidence to offer suggestions and improvements
- High level of confidentiality, discernment and judgment
- Desire to learn, grow and take on your own projects
- Ability to work under pressure while consistently meeting deadlines
- Resourceful with effective problem-solving and research skills to seek answers as needed
- Proven expertise with Word, Outlook, PowerPoint, Zoom, and Concur
Please submit your resume to our network at https://www.stage4solutions.com/careers/ (apply to the
Executive Assistant (NY, NY)
Please feel free to forward this job post to others you think may be interested.
Stage 4 Solutions is an equal-opportunity employer. We celebrate diversity and are committed to providing employees with an inclusive environment that is free of discrimination and harassment. All employment decisions are based on the job requirements and candidates’ qualifications, without regard to race, color, religion/belief, national origin, gender identity, age, disability, marital status, genetic information or other applicable legally protected characteristics.
Compensation: $50/hr - $55.52/hr