Executive Assistant to President Global Solutions in Mechanicsville, VA at Owens & Minor, Inc.

Date Posted: 3/29/2018

Job Snapshot

Job Description

POSITION SUMMARY

 

Provides comprehensive administrative support to President Global Solutions and additional support for others as designated by the President. Key activities include providing day-to-day support for the President Global Solutions and Global Solutions staff, exercising discretion with respect to prioritization of President's agenda items, preparing highly sensitive Board materials and acting independently as project manager for Global Solutions projects as needed.



ESSENTIAL JOB FUNCTIONS:

1.       Provides all administrative support functions for the President Global Solutions and others as designated, including:   communications coverage, high volume travel coordination including full itinerary creation, calendar and scheduling, processing expense reports and invoices, and maintaining payment records for external professional fees and services.

2.       Manages and maintains multiple calendars, requiring interaction with both internal and external executives and assistants, remote Global Solutions and Commercial leader, as well as consultants, to coordinate a variety of complex meetings.

3.       Independently creates, edits, and/or prepares presentation materials for top-tier clients, executives, Board of Directors, and similar audiences.

4.       Prepares and reviews correspondence, notices, memoranda and reports independently and/or at the direction of the President Global Solutions and other leaders within the team.   Assists in answering questions and responding to requests directed to the President and other members of the Global Solutions team.

5.       Acts as a confidential assistant to President Global Solutions preserving the confidentiality of information related to the organization and teammates.   Assists with confidential and/or sensitive matters; provides explanation and support where needed.

6.       Acts as primary Project Manager for confidential Global Solutions project work as required to ensure seamless coordination of multiple resources and drive successful outcomes.

7.       Develops, coordinates, organizes and implements tracking systems to monitor Global Solutions matters, projects, assignments and deadlines.  Creates and maintains databases, summaries, tables and charts to facilitate effective and efficient completion of projects and assignments.

8.       Monitors department spend and ensures budgets are followed.

SUPPLEMENTAL JOB FUNCTIONS:

1.      Performs additional duties as required.



Qualifications

EDUCATION & EXPERIENCE REQUIRED:

  • Bachelor's degree preferred
  • At least five years of experience as an Executive Assistant or Administrative Assistant for a function required
  • Or combination of education and experience to meet the above requirements
  • Previous work with a global matrixed organization is preferred
  • Excellent Microsoft Office skills in PowerPoint, Outlook, Word, and Excel required
  • Experience using Microsoft365, SharePoint and GoToMeetings

KNOWLEDGE SKILLS & ABILITIES:

  • Ability to interface with all levels of leadership, internally and externally
  • Excellent calendar management skills including scheduling complex senior level meetings with challenging logistics
  • Excellent verbal and written communication skills
  • Experienced in handling confidential and sensitive material
  • Ability to meet negotiated deadlines, anticipate needs, demonstrate initiative and independently complete tasks
  • Must utilize expert secretarial skills to create quality documentation, acting independently with minimal supervision
  • Ability to use good judgement in setting work priorities, planning and organizing workload in the midst of interruptions
  • High degree of personal integrity, discretion and confidentiality
  • Ability to handle multiple projects with continuing changing priorities


ADDITIONAL REQUIREMENTS:

  • May need to work extended hours on occasion
  • May be required to travel to support sales meetings; up to 10%

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