Executive Assistant & Office Manager

Executive Assistant & Office Manager

IMCD Holdings has an opening for an Executive Assistant & Office Manager based in their Miami, FL headquarters. This role directly supports the President of IMCD America's and works with C-Level Executives. Candidates must be able to commute to the office, be eligible to work in the US without sponsorship now or in the future and be bilingual (English & Spanish). IMCD US is a leading global distribution partner and formulator of specialty chemicals and ingredients. An entrepreneurial group founded IMCD in 1995 in the Netherlands. Our vision to transform the distribution industry by continuously adding value to the supply chain through expertise and innovation, is what still drives us today. Today, we have operations in over 50 countries, where we successfully combine local knowledge with global expertise to obtain sustainable results. IMCD is a strong, innovative business partner and accelerator of solutions for suppliers and producers of consumer, industrial and durable goods in diverse business sectors. Our commercial excellence and solid operations structure facilitate healthy growth.

The Executive Assistant provides advanced clerical and administrative support to company executives, reporting directly to the President of the US organization. Support activities include but are not limited to managing daily schedules, scheduling and prioritizing meetings, booking domestic and global travel, arranging dealer / customer visits, and assisting with local, virtual and off-site meetings as needed. This role is primarily office based with flexibility for remote work based on travel and meeting schedules. This role is a hands-on role that both owns and performs the work required to ensure the flow of activities and communications supporting the President's role. Critical in executing our day-to-day action planning, providing high touch internal executive support, and supporting executive activity coordination, this role presents a unique opportunity for a highly driven person with a well-rounded skill set. The ideal candidate will have a solid grasp of the inner workings of executive level teams, confidential and time sensitive activities, and will be both willing and eager to take on a variety of tasks. This role uses analytical and process acuity to help deliver timely, high-quality outcomes. The role entails cross-functional collaboration, solution-oriented collaboration, an affinity for details, and strength in execution.

Successful candidates will be responsible to :

• Coordinate and / or arrange meetings, conference calls, web presentations, and travel schedules while resolving conflicts and projecting the near future schedule
• Manage travel arranging travel, proactively checking transit status (flight and train for delays), outlining 'travel time' in calendars, providing driving directions, checking-in leaders for departures, notifying impacted parties (accompanying team members for meetings and those the executive will be traveling to meet) of delays, and coordinating travel along with other administrative support colleagues to include consolidating travel when applicable
• Support executive's internal and external deliverables, by organizing tasks, tracking deadlines as well as parties responsible for completing components, providing reminders, and offering to take on work needed and remove obstacles to ensure deadlines are met
• Partner with senior leaders to provide email screening, to include but not be limited to : create mailbox organization, draw attention to time-sensitive emails, remove spam, track deliverables, and respond with the leader's scheduling availability
• Provide partnership support for Group office Executive Assistants with incoming Group Executive visits to the United States
• Assist with administrative projects affecting executive team and role, such as audits, feedback, administrative responsibility assessments, etc.
• Serve as executive's approving delegate in expense and travel tools to review, approve, decline, and respond to submissions requesting additional information necessary to consider approval, using the guidelines established by the executive / s, as requested
• Provide event support as needed. Coordinate meetings, catering, conferences, workshops, and various other events. Partner with internal event managers to gather and track event cost estimates. Gather receipts to prepare weekly expense reports, reconcile monthly travel expenditures
• Manage and coordinate all aspects of space utilization, acting as the main point of contact for space, facilities, maintenance and general site upkeep

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