Executive Administrative Assistant and Project Coordinator Job

The Executive Administrative Assistant and Project Coordinator provides administrative and project support to a senior level global executive of Bostik, Inc. Support provided to additional teams:

This position serves as a liaison to the senior management team; organizes and coordinates meetings/special events, travel, appointment calendars, reporting, and manages business services suppliers.  The position handles and maintains highly sensitive, confidential information and documentation.  The Executive Assistant will also facilitate and coordinate projects and deadlines directly or in collaboration with others, working independently to carry out large scale special assignments with minimal supervision.

• Coordinate and schedule high-level business meetings for the senior executive and direct reports (and others as assigned).  Manage all logistical details in collaboration with internal colleagues and external vendors.
• Organize and execute small and large group special events and programs within budget.
• Manage appointment calendar for senior level executives/management team members as required.
• Coordinate domestic and international travel arrangements.  Process travel forms and required international documents (visas, financial/business letters, etc.). Manage expense reporting.
• Manage department meetings (management team, project teams, etc.) creating draft agendas, presentation consolidation, attending meetings to take action items and minutes, and provide follow-up communications and tracking of deliverables and action items.
• Screen routine and highly confidential responses to incoming mail, e-mail, telephone calls and messages.  Appropriately communicate and handle all correspondence.
• As needed, interprets request, helps implement action, and decides whether executive should be notified of important or emergency matters
• Track documents for management team members, obtain signatures in a timely and efficient manner.
• Develop and maintain email distribution lists, meeting databases, and/or centralized filing systems.
• Develop and support creation of presentations and other company publications, complete and maintain routine business reports and formats, and process expense reports.  Collaborate with internal parties at all levels to gather information to prepare documents and ensure deadline delivery.
• Work closely with other functions to ensure meetings and projects are coordinated appropriately (interface with facilities to manage space, IT to procure A/V needs, catering, etc.).  Prepare purchase requisitions, forms, and process billings. 
• Work on special projects as needed for any number of work groups.
• Develop work flows and programs to support process improvements.
• Provide backup support to other executive assistants as needed.
• Manage any administrative needs for the Dublin Bostik Commercial Office location to include key supplies.

The job involves working 40-50 hours per week in an office environment.  Travel typically not required for this position.  Business communication could also occur off peak work hours as needed to handle international or time sensitive, urgent requests for assistance

Qualifications/Experience required:

• Minimum 5 plus years of related professional experience supporting senior level executives.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).  Intermediate skills in Adobe software suite preferred.  Email and appointment calendar management experience (Lotus Notes preferred).
• Excellent organizational and interpersonal skills, and the ability to communicate effectively and professionally with customers and all levels of management in a cross-functional and global team environment.  Flexibility to work assignments.
• Strong attention to detail while managing multiple tasks simultaneously in a fast-paced, high energy environment.  Must have the ability to maintain a realistic balance among multiple priorities.
• Proven ability to handle confidential and highly sensitive verbal and written information with discretion.
• Proven project/event management experience within a financial budget.
• Demonstrated proactive approaches to problem-solving.  Forward looking thinker, who actively seeks opportunities, exercises good judgement in a variety of situations and has strong decision-making capabilities.
• Must be Dublin OH area based
• Role can be hybrid