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Senior Executive Assistant Job


Location: 

King of Prussia, PA, United States

Employment Type:  Regular
Category:  Administration
Posting Date:  Nov 19, 2021

The Senior Executive Assistant is responsible for providing administrative support to the Regional Group President and members of the HPP BU. The main responsibilities of the Senior Executive Administrator will include: prioritizing, managing and coordinating schedules, travel and visas arrangements, administrative project management, scheduling and planning of events and meetings, presentation formatting, contact database management, fielding and responding to general questions from the organization, and management of data. This position reports directly to the Regional Group President, High Performance Polymers.

 

RESPONSIBILITIES

 

Office Management

  • Manage the calendars and phone calls for the Regional Group President.
  • Arrange key meetings for Regional Group President and the BU leadership team.
  • Arrange meeting-planning activities including but not limited to develop and distribute meeting agendas, site selection, meeting room set-up, meeting supplies, catering needs, A/V, lodging requirements and coordination of all meeting materials.
  • Assist with travel arrangements for the Regional Group President, BU leadership team and Arkema France executives, if needed.
  • Preparation of effective PowerPoint presentations and other documents/materials for key shareholders and leadership members.
  • Prepare timely and accurate expense reports in line with company policy.
  • Order office and employee lounge supplies and oversee printer repairs.
  • Coordinate office moves when required.
  • Update organizational charts.
  • Maintain confidential files and data as needed.
  • Manage BU SharePoint site, ensure it is regularly updated.
  • Process Purchase Requisitions, manage timely and accurate invoice processing
  • Process Special Check Requests as needed.      
  • Creation of New Vendors.        
  • Sending shipments as requested
  • Support Contract Management system.
  • Provide reception desk coverage if needed

 

HR Support

  • Set-up and manage interview schedule for interviewing candidates and arrange travel as necessary.
  • Assist with new hire onboarding through ordering IT assets, requesting appropriate IT access and preparing the office space.
  • Support Employee Rewards and Recognition program, if needed.
  • Process Tuition Assistance payments in a timely manner

 

CONTEXT

  • This position is based in the headquarter operations in King of Prussia, PA. 
  • The incumbent operates in a dynamic and fast-paced environment. 
  • Willingness/ability to have a flexible work schedule when required.
  • Meeting objectives requires cooperation from various groups/individuals necessitating the fostering of strong relationships throughout the global organization.
  • Supports the site HES policy and complies with all regulatory and internal requirements
  • Participates in HES activities provided by site management and Arkema Inc. (e.g., Behavioral Base Safety, SafeStart, etc.)
  • Supports and promotes the reporting of all health, safety, environmental, near-miss, accident or injury incidents

 

QUALIFICATIONS

  • Minimum 6 years of administrative experience supporting Sr. Executives in a team-oriented environment. 
  • High school diploma, BS or AS degree preferred.
  • Experience operating in a multi-regional / global business unit is preferred.
  • Strong SAP and MS office skills (World & Excel)
  • Strong working knowledge of SAP and Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • SharePoint, Salesforce and Concur experience is preferred

 

COMPETENCIES

  • Strong interpersonal, organizational and communication skills.
  • Ability to interact with individuals at all levels within the organization, including the CEO of the organization.
  • Strong interpersonal skills are required as well as the ability to solve problems and present solutions.
  • Proficiency in data manipulation; strong attention to detail and accuracy.
  • Must be able to manage multiple tasks and projects at the same time and prioritize needs of multiple individuals to ensure needs of all team members supported are met in a timely fashion.
  • Ability to influence without formal authority.
  • Professional demeanor and ability to maintain confidentiality
  • Ability to work independently and with minimum direction.
  • Self-motivated and strong initiative needed.

Building on its unique set of expertise in materials science, Arkema offers a portfolio of first-class technologies to address ever-growing demand for new and sustainable materials. With the ambition to become in 2024 a pure player in Specialty Materials, the Group is structured into three complementary, resilient and highly innovative segments dedicated to Specialty Materials - Adhesive Solutions, Advanced Materials, and Coating Solutions - accounting for some 80% of Group sales, and a well-positioned and competitive Intermediates segment. Arkema offers cutting-edge technological solutions to meet the challenges of, among other things, new energies, access to water, recycling, urbanization and mobility, and fosters a permanent dialogue with all its stakeholders. The Group reported sales of €8.7 billion ($9.7 billion) in 2019, and operates in 55 countries with 20,500 employees worldwide.

The diversity of its employees is an asset that the Arkema group wants to preserve. Its non-discrimination policy applies to recruitment, salary levels and career management. The Arkema group is committed to ensuring diversity among its employees.

Arkema Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Arkema Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence.


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