Full-Time Executive Assistant

This role supports our VP, Learning Business Partner and VP, STEP Learning & Development.

Key Responsibilities:

1. Calendar and Meeting management: Coordinate internal and external meetings, staff meetings, agency briefings, brown bags, virtual meetings/Zoom scheduling, off-site meetings, and one-on-one meetings. Assist with food orders, meeting needs, agenda support, and note-taking. Proactively manage calendar requests and conflicts.
2. Meeting and interview preparation: Provide agendas, resumes, and materials in a timely manner. Apply discipline to meetings by ensuring agendas, clarifying context, and purpose with senior leaders and participants. Work with the recruiting team to schedule mutually convenient times for candidates and interviewers. Support candidates during the interview process.
3. Travel arrangements: Handle all domestic and international travel arrangements (flights, hotels, cars).
4. Expense management: Submit expense reports and receipts timely.
5. Onboarding support: Provide onboarding support for new hires, including space, equipment requests, onboarding meeting scheduling, preparing cube space, and being the admin point of contact.
6. Vendor onboarding: Provide onboarding support for new vendors and agencies, ensuring they have the necessary access and documents.
7. Help desk support: Submit and manage help desk requests for Sr. Directors.
8. Project work: Assist with project work as needed.

Qualifications:

• 5+ years of administrative assistant experience.
• Proactive, organized, detail-oriented self-starter.
• Strong multi-tasking abilities.
• Flexible and adaptable to changing priorities.
• Strong teamwork and interpersonal skills.
• Excellent communication skills and ability to work across all levels.
• High level of confidentiality, discernment, and judgment.
• Desire to grow and take on own projects.
• Technical proficiency in Word, Outlook, PowerPoint, Zoom, and Concur.

What is the last date for applying to the job?

Which countries are accepted for this remote job?