Executive Assistant IV

Description

• Represents the Executives and acts responsibly within pre-agreed limits, fully understanding the potential impact of the actions taken.
• Stays abreast of factors affecting the Executive’s area of responsibility, including client and industry knowledge or issues facing the Executive and the organization. Establishes and maintains a process to stay up to date on relevant information.
• Conducts research, analyzes and interprets data from various sources and prepares complex reports, as needed. This includes advanced graphics, charts and spreadsheets. May collect, edit and compile reports for executive presentations.
• Keeps the Executive informed, as needed and escalates issues or matters requiring immediate attention.
• May assist with the development of meeting agendas, content and presentation materials.
• Acts as a coach/mentor to less experienced workers.
• Manages all aspects of meeting planning, communication and logistics including onsite and offsite meetings and events, conference room scheduling, audio visual set up and break down, etc.
• Processes complex expense reports according to policies and procedures.
• Provides leadership, mentoring, and coaching for direct reports.
• Arranges complex and detailed international and domestic travel plans and itineraries. Anticipates travel needs for the Executive and independently coordinates complex travel arrangements, typically involving multiple changes or destinations based on understanding the Executive’s availability and obligations. Ensures necessary travel documents, including passport, immigration and visa documentation are processed and provided to the Executive in a timely manner.
• Proactively addresses issues, resolves problems, makes appropriate recommendations, or proposes acceptable alternative solutions.
• May participate in key executive meetings for documentation and follow-up on deliverables.
• Contributing Respectfully - Sharing opinions, valuing ideas, sharing opposing perspectives with respect
• Manages and maintains complex calendars and coordinates appointments, meetings and conference calls for the Executive, which may include extensive rescheduling. This includes appropriately scheduling, coordinating and confirming appointments for the Executive.
• Serves as a role model for others by demonstrating Rheem’s values and behaviors.
• Assists with the management of the Executive’s budget and expenses. Performs necessary accounting functions to achieve departmental goals often requiring interaction with accounts payable and accounts receivable.

Requirements

• Highly experienced in Executive level protocol.
• Demonstrates flexibility and willingness to work unpredictably and occasionally late hours or weekends.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information in a discreet and professional manner.
• Certified Administrative Professional
• High School Diploma or equivalent.
• Master’s degree in Business Management or related field
• Excellent communication, negotiation, and interpersonal skills to ensure adequate communication is professional courteous, clear, and concise.
• 7+ years’ experience in business or executive support.
• Advanced computer skills and in-depth knowledge of relevant software such as MS Office Suite and Visio.
• Operates with a large degree of autonomy and independence with proven experience of making sound business decisions.
• Organizational Management Certificate
• Listening to Understand – Open mind, learning from others, accepting feedback, embracing the objective
• Thinking Creatively – Applying creativity, seeking improvements, understanding from the customers’ lens
• Proficiency with Power BI and AI tools
• 3-5 years of management experience
• Possesses competence, initiative, and business acumen to perform with a high level of quality and achieve or exceed goals with little supervision.
• Effectively manages conflicting priorities, copes well under pressure with time constraints and demonstrates a high level of emotional intelligence.
• Bachelor’s degree in Business Management or related field
• Empowered to execute decisions, often acting as the liaison between the Executives with other internal and external parties.
• Exceptional interpersonal skills and political savvy. Adept at building and sustaining influential work relationships within the organization and through our external partnerships.
• Extensive experience coordinating all aspects of international and domestic travel.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance