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Executive Secretary
Ref No.: 18-10180
Location: Cary, North Carolina
Executive Secretary
Cary, NC
6 Months+

Job Description:

This full-time position is responsible for providing administrative support to the Senior Vice President (SVP) of Global Service and Operations Mid Markets (GSOMM). The position requires excellent organization skills, attention to detail, flexibility and the ability to engage effectively with multiple stakeholders in a dynamic environment. This individual must be able to work independently and demonstrate excellent interpersonal and communication skills, both verbal and written. The individual is expected to maintain confidentiality and exhibit a high level of discretion and professionalism.
Key Responsibilities:
  •  Manage complex calendar in Microsoft Outlook
  •  Proactively manage SVP communication schedule by identifying and resolving any potential conflicts
  •  Schedule and coordinate meetings, conference calls and appointments•
  • Prepare meeting materials, presentations and correspondence; print and assemble materials
  •  Troubleshoot IT-related issues with Helpdesk and other internal resources• Coordinate and manage travel arrangements, itineraries, and visa process
  •  Complete and submit expense reports on a timely and accurate basis
  •  Be available off hours for support during travel and critical management meetings (within reason)
  •  Screen calls, answer questions and direct more complex inquiries to the appropriate party promptly and efficiently
  •  Proactively prepare leaders for meetings, anticipate needs of the team daily
  •  Attend critical management meetings to record meeting minutes and action items
  •  Follow up on management meeting action items
  •  Prioritize and manage multiple assignments, following through on issues promptly and effectively
  •  Provide other general administrative assistance and support as necessary, including room reservations, catering, meeting/town hall logistics, org charts, distribution lists, supply management / ordering, move requests
  •  Maintain attendance and timekeeping records
  • Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities.
  • Responsible for confidential and time sensitive material.
  • Prepares routine and advanced correspondence including letters, memoranda, and reports.
  • May direct and lead the work of others.
  • Typically reports to an executive.
  • ​ A wide degree of creativity and latitude is expected.

Essential Business Experience and Technical Skills:
  •  Must be able to multi-task with attention to detail and ability to handle heavy flow of incoming and outgoing requests for meetings or information
  •  Self-starter; ability to independently anticipate needs, look ahead, plan for contingencies, manage concurrent tasks, prioritize tasks and follow-up
  •  Demonstrated tact, capacity for discreetly handling sensitive and confidential information and ability to maintain professionalism under pressure.
  •  High collaboration and team focus, with the ability to work with individuals at all levels of the organization.
  •  Customer-centric orientation focused on anticipating and meeting internal partner and external customer needs.
  •  Solid oral and written communication skills, including the ability to draft well-written correspondence.
  •  Strong PC skills, including proficiency in Microsoft Office Suite: Outlook, PowerPoint, Word, Excel and SharePoint
  •  High School Diploma
  •  5+ years working as an Executive Assistant
  • Requires an associate's degree or its equivalent with at least 4 years of experience in the field or in a related area.
  • Familiar with a variety of the field's concepts, practices, and procedures.
  • Relies on experience and judgment to plan and accomplish goals.

• Experience working with senior executives in a global firm

Interview process:
• two phone interviews, and one in-person interview.