Executive Administrative Coordinator

Job Description

Job Description

Position Description :

We are seeking a highly experienced, proactive, and exceptionally organized Business Coordinator to provide comprehensive administrative support Global Director of Service Engineering and Operations (SE&O). This role is pivotal in ensuring the Director's effectiveness and efficiency by managing a complex schedule, organizing events and handling sensitive and confidential information with the utmost discretion. This position will also work with the SE&O Business Office on various assignments.

• Calendar Management : Manage the Director's demanding and complex calendar, including scheduling internal and external meetings across multiple time zones, managing conflicting priorities, coordinating with other executive offices ensuring optimal time utilization.
• Meeting Support & Events : Schedule, manage attendees, and ensure the agenda and necessary materials are included and cascaded. This also includes ensuring the technology or tech support is scheduled for a seamless meeting. Organizing events, from small offsites to multi-hundred people internal Town Halls, should also be anticipated.
• Communication Management : Act as a primary point of contact screening and prioritizing emails, and correspondence. Coordinate effectively with internal teams, other executives, Dealers and stakeholders.
• Travel Arrangements & Expense Management : Coordinate intricate domestic and international travel arrangements (flights, hotels, ground transportation, visas), create detailed itineraries, and manage changes and logistics on the fly. Process expense reports accurately and in a timely manner, adhering to company policies.
• Relationship Building : Cultivate strong working relationships with other Executive Assistants, leaders, team members, and external contacts to facilitate smooth operations and communications.
• Project Support : Provide light project coordination or support on initiatives related to the Director's priorities and the SE&O Business office, which may involve tracking action items and coordinating input from various teams.
• Office Operations & Support : Manage administrative tasks for the Director's office, including ordering supplies, coordinating with facilities, and generally ensuring the smooth operation of the executive's immediate environment.
• Event Management : Work with the SE&O Business Office to manage the logistics required for onsite and offsite meetings and town halls. This may include ordering food and taking care of the needs for the events.
• Confidentiality & Discretion : Handle all matters, materials, and communications with the highest level of confidentiality, integrity, and professionalism.

Skills Required :

Experience Required :

Education Required :