Administrative Assistant

Ecolab is seeking an experienced, professional, and dynamic Administrative Assistant to provide support to the Accounting and Control and International Finance Vice Presidents. This position will perform standard and advanced executive assistant duties including handling highly confidential information.

To be successful in this role you must be high-energy, organized, and a self-starter who initiates and anticipates, communicates well, and has excellent project management, writing, and computer skills with the ability to learn new tech platforms.

This is a hybrid position located at Ecolab's headquarters location in Saint Paul, Minnesota.

What You Will Do:

• Provide administrative support to two Finance leaders and their teams

• Proactively manage calendars (Outlook) and schedule meetings for two executives, coordinating conference calls and MS Teams meetings

• Produce high quality reports, presentations and other documents in Microsoft Word, PowerPoint and Excel

• Office and department management

• Coordinate domestic and international travel arrangements including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodations and arranging meetings

• Make independent decisions regarding planning, organizing, and scheduling priorities for self, executives, and direct reports (within guidelines)

• Prepare expense reports for the executives

• Assist with rolling over specific Board of Directors Committee meeting materials quarterly

• Schedule monthly and quarterly meetings recurring meetings each year

• Contribute to management of abandoned property process by verifying lost checks, send letters monthly, track replies, send reissues to AP, reissue miscellaneous checks through OnBase, SAP check research

• Perform a SoX internal control check for the Accounting and Control Department

• Manage projects as requested

Minimum Qualifications:

• High School Diploma or equivalent

• 4 years of administrative assistant experience

• Advanced Microsoft Office skills (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday, Visio, PowerBI, and electronic billing and payables systems

• 55+ WPM; excellent grammar, punctuation, spelling and understanding of deadlines with minimal supervision

• Ability to uphold to strictest level of confidentiality and effectively manage sensitive information with professionalism and speed

• No immigration sponsorship available for this role

Preferred Qualifications:

• Bachelor's Degree

• 2 years of experience working for a Fortune 500 company

• 3 years corporate experience in companies with more than 10,000 employees

• Previous experience as an Executive Assistant reporting directly to senior management

• Proficiency in calibration and delegation of duties

• Excellent organizational, project management and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilities

• Exceptional interpersonal skills & friendly and professional demeanor

• Strong verbal and written communication skills and executive presence

• Demonstrated follow through and results delivery

• Demonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issues

• Flexibility to respond to urgent project needs and shifting priorities

• Strong customer focus and approachability

• Critical thinking, analytical and problem-solving skills

• Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment

• Adaptability and flexibility, with a willingness to collaborate in a team environment

Benefits

Ecolab strives to provide comprehensive and market-competitive benefits to meet the needs of our associates and their families. Click here to see our benefits.

If you are viewing this posting on a site other than our Ecolab Career website, view our benefits at jobs.ecolab.com/working-here.

Covid-19 Vaccine Notice

Due to local mandates and customer requirements, applicants for certain customer-facing positions must be fully vaccinated (which in some situations requires a booster if eligible), unless a religious or medical accommodation is requested by the applicant and approved by Ecolab.

Americans with Disabilities Act (ADA)

Ecolab will provide reasonable accommodation (such as a qualified sign language interpreter or other personal assistance) with our application process upon request as required to comply with applicable laws. If you have a disability and require accommodation assistance in this application process, please visit the Recruiting Support link in the footer of each page of our career website.