Executive Assistant – Solvias North America

Job Description

Located at our headquarters based in Raleigh, NC you will be responsible for providing administrative support to the General Manager US and members of the Solvias, North America US leadership team. You will function as an important extension of the General Manager US as well as key functional leaders with direct involvement in day-to-day meetings, key projects, leadership committee meetings. In addition to a seat at the table, this role will coordinate and manage executive scheduling, prepare and organize important business materials and plans, and support leadership meetings and the preparation of sensitive materials. This role serves as the eyes and ears for the General Manager US, connecting organizations, projects, and critical business information for the GM and leadership team, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the priorities of the business.

Critical Performance Areas:

• Work directly with the GM US and US leadership team to support daily, weekly, and month work cadences.
• Determine priority of matters of attention for the US leadership team; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Serve as a liaison between the US team and other administrative and functional teams for administrative, scheduling, logistics, and coordination matters.
• Participate in management calls, meetings, and projects to provide continuity for communication, coordination, scheduling, information sharing.
• Keep the GM and leadership team customers advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Essential Job Functions:

• Schedule, coordinate, document, and participate in a range of management meetings.
• Manage calendars and meeting schedules for selected leaders.
• Draft, review, and send communications on behalf of US leaders.
• Organize meeting logistics and programming to include meeting minutes, and organizing electronic databases.
• Expense tracking and expense report preparation and submission.
• Travel scheduling, coordination, and logistics management.
• Answer and respond to incoming phone calls and messages from internal and external customers.
• Prioritize communications and email flows when necessary.
• Maintain a variety of records and archives as required.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

Requirements

• Bachelor’s degree or equivalent administrative support experience and training.
• Five years’ prior experience in supporting a senior executive or team.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, Teams, and Excel).
• Exceptional writing, editing, and proofreading skills.
• Excellent organization and time-management skills.

Other Desired Skills/Abilities

• The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate customer needs. The role must interact efficiently and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, and leaders that report to the GM US. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

Reporting Structure

This job typically reports to:

• GM, Solvias North America

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