Executive Assistant II

Executive Assistant II

Answer phones for the 2 Executives and manage calendars including emails. Make decisions on behalf of Executives on the priority of the meeting requests and ensure schedules are optimized as best as possible.

Schedule and manage meetings and/or conference calls for the division including booking rooms, catering, making copies, and arranging visitor badges.

Prepare draft correspondence, presentations, and analysis. Handle all materials that are needed by internal and external stakeholders such as meeting agendas, copies of documents, binders, etc.

Manage the overnight packages to ensure that they are delivered on time.

Coordinate travel as needed for Executives and department staff, including accurate itinerary summaries, travel logistics, and scheduling of all transportation, hotels & meetings. Provide planned itineraries well in advance of each trip. Process timely & accurate expense reports for Executives and department staff after each business trip. Train new hires on internal T&E processes. Manage vacation schedule for team.

Manage and upkeep all elements of files and records to ensure accuracy and up to date files.

Responsible for setting up offices / work space for new hires including phone, email, computers, Intercall Conferencing accounts, American Express accounts (if applicable), etc.

Assist in all ad hoc requests such as Event registration and planning, shows etc.

Work with Corporate Real Estate regarding individual work station set-up, relocation of work stations & move logistics. Submit ergonomic reports as necessary.