The Executive Assistant provides high level support to and partnership with their executives. Acts as an extension to the executives in all aspect of communication, planning and coordination. Responsibilities include planning and executing on areas such as global travel, global calendar management, global event management, special projects and administrative tasks, on behalf of their executives.
The role will also be responsible for the administrative support of day-to-day Paragon human resource operations.
This role requires a strong emphasis on autonomy, good judgement, decision making and personal accountability. The Executive Assistant role requires extensive detail orientation and solid organizational and project management skills, to meet tight deadlines while juggling multiple critical requests and projects across our global teams.
Executive Support and Management Proactively anticipate needs and identify ways to build capacity and create efficiencies for executives he/she supports, with our business priorities in mind Act as a conduit between executive and leadership team and senior executives, across many communication channels, while upholding a high level of integrity and discretion in handling confidential information as well as professionalism Provide rapid triage and referral of matters to appropriate parties across a global organization for action and follow up to ensure proper resolution Building and maintaining great relationships with people at all levels, inside and outside of the organization Coordinate, manage and anticipate Executives complex calendar and schedule Track and help drive completion of key deliverables and follow up on outstanding items Plan and arrange all business travel and itineraries for executive (global and domestic) Manage expense report coordination and submission Create or tailor routine and non-routine correspondence, memorandums, presentations and reports Manage and execute projects and tasks quickly with little to no guidance, react with appropriate urgency, problem solve and take effective action, often times with limited information Supporting the executive in every facet of leading their business functions. Miscellaneous administrative tasks and projects, as needed.
Event Management and Planning Planning and preparing logistics for company and functional team/department meetings and events, including but not limited to, securing and negotiating a venue, making all travel arrangements, calendar invite coordination, catering, audio/visual, attendee management, print development, shipping & packing event materials, on-site registration, post-event procedures and any other logistical coordination required Arrange frequent travel itineraries executives and other employees for offsite meetings Problem solve travel and logistic issues as they arise Manage and track expenses budget for events Manage and track multiple project deliverables and timelines Serve as POC with Finance; working with vendors, processing contracts and invoices
HR Assistant Assist with new employee orientations and oversee I-9 and e-verify Coordinate candidates with hiring managers for in-person interviews Provide assistance such as research, analysis and documentation for special projects or annual HR initiatives Assists with the preparation of the performance review process Track status of candidates in Taleo and respond with follow-up letters at the end of the recruiting process Prepares new employee files Maintain filing system, ensure compliance with record retention guidelines
Other Projects and Administrative Tasks (varies based functional area) Provide support and follow up on assigned project deadlines with executives and their direct staff members Assisting with onboarding of new employees (office/cube set up) and agendas Maintain department meeting minutes and ensure follow-up on action items
KNOWLEDGE, SKILLS AND ABILITIES Excellent verbal and written communications skills Good organizational and project management skills Ability to communicate effectively and efficiently while maintaining flexibility and composure Ability to build relationships with all levels of the organization Ability to multi-task and establish priorities Global travel logistics experience; experience with Concur is a plus Proactive and willing to take on new challenges Flexible to changing priorities and able to adjust to them quickly Maintain the highest degree of confidentiality. Intermediate/Advanced skills in Microsoft Office software, including Outlook, Word, Excel and PowerPoint
WORK ENVIRONMENT Normal Office Environment Prolonged sitting and using a computer Able to work in a global/multi-time zone environment
EDUCATION Associates Degree, Bachelors Degree preferred
EXPERIENCE Minimum of 15 years of related experience required Exposure to Human Resources functions
Affirmative Action/Equal Opportunity Employer. Minority/Female/Disability/Veteran