Provide "first class service" to leadership by handling all delegated tasks in a timely and accurate manner with a specific attention to discretion and confidentiality. The Executive Administrative Assistant reports to to the Vice President of Western Hemisphere Sales and Service. At times, and depending on workload, you may also be requested to assist others members of the sales and service team as well as respective Departments. You will also work in a highly collaborative environment with Executive and Administrative Assistants.
Day to day management of executive leaders calendar and travel schedule
Handles executive staff member's agenda, organizes all meetings & seminars (internally and externally) and ensures appropriate preparation of these prior to meeting time,
Prepares conference rooms including the room reservation, setup of all A/V equipment, ordering of food/refreshments items,
Processes all incoming mail and prioritizes for action,
Handles filing of all documents as required, keeps all sensitive and confidential documents and process files to storage in compliance with Corporate Records Retention Program,
Answers and initiates correspondence within the limits of delegated authority
Prepares expense reports ensuring accuracy, proper documentation and reimbursement are filed within the outlined schedule
Assists with the preparation of monthly, quarterly and annual reporting or presentation requirements
Coordinates all travel arrangements through Concur travel and ensures preparedness for travel domestic and international
Serve as ambassador for TDW in all interactions
Minimum 7 years of administrative support experience.
Strong interpersonal skills (calm, courteous, professional and helpful)
Positive customer service attitude and good communication skills to actively listen, solve problems and provide information clearly
Great organization skills with an attention to detail, ability to be flexible and show initiative to improve experiences for the team as it relates to meetings and events
High level of integrity, respect for confidentiality and discretion,
T.D. Williamson Inc.