Executive Administrative Assistant
Accounting Business Service Center North America (St. Petersburg, FL)
This position is responsible for providing highly diverse administrative support to the Head of the BSC and other accounting leaders. This position will be based in St. Petersburg, FL and will work closely with leaders across all divisions and brands, outside vendors, and International Top Management. Responsibilities include, but are not limited to: calendar management, presentation material and meeting preparation, event organization, purchase order creation and processing, as well as building facilities support. Additional responsibilities include expense report preparation, executive travel arrangements, ordering of supplies and space management.
Job Responsibilities
- Perform administrative tasks including: complex calendar management for internal and external meetings, manage heavy domestic and international travel arrangements, screen and answer telephone calls, make copies, arrange meetings and complete expense reports
- Provide updated calendar on a daily basis and as it changes, confer with the executive to ensure calendar is manageable and up-to-date
- Liaise with internal executives & teams, as well as external business contacts to establish seamless communication, working across multiple time zones
- Handle all logistics for meetings: prepare agenda, send meeting requests, confirm attendance of required attendees, reserve appropriate meeting space and partner with IT for use of technical systems when needed (ie: video conference), manage ordering of catering, supplies and equipment
- Prepare and type correspondence, assist with preparation for accurate presentations and spreadsheets; manage logistics for external presentation engagements. File any documentation as needed
- Plan and coordinate onsite and offsite events for the executive leadership team
- Advise reception of visitors, arrange schedule for and greets visitors and escort them to appropriate area or person
- Open and Manage Purchase Orders (PO’s) and/ or other related requests
- Meet as needed to prioritize and plan projects
- Attendance is an essential function of this position
- Partner with local HR, Talent Development & Campus Recruitment teams for onboarding, placements, check-ins, attending presentations, coordinating events
- Ad hoc projects as assigned
Qualifications/Requirements
- Bachelor’s Degree preferred
- Five plus years executive assistant experience in a corporate environment
- Must possess a high degree of professionalism, extremely strong organizational and interpersonal skills and the ability to deal with all levels of internal and external senior management in a professional manner.
- High level of competency with Microsoft Outlook calendar management
- Requires strong verbal and written skills and the ability to effectively manage multiple tasks while maintaining priorities.
- Proficient Office (Word, Excel & PowerPoint) Computer Skills
- Flexible, Detail-oriented and professional
- Analytical
- Able to handle sensitive and confidential information
- Ability to interact appropriately with Senior Managers and external constituents
- Able to communicate effectively (verbally and in writing) with stakeholders at all levels of the organization
- Ability to work in dynamic work environment with competing priorities
- Able to work well with coworkers and to work cross functionally
- Fluency in French a plus, but not required
We are an Equal Opportunity Employer and take pride in a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other legally protected status.
If you require a reasonable accommodation to complete an application for a recognized disability under applicable law, please email [email protected]. Please note this email will only respond to specific requests for assistance completing the application as a request for accommodation for a disability. All others will not be considered.
