Shift Hours: 8-4 (preferred) or 9-5
Hybrid Role - 3days in office (typically T, W TH); sometimes will need to come in M and F and non negotiable, must go in if needed
INTERVIEWS ARE REQUIRED - Video Conference w/ HM, Final Round Virtual w/ VPs (since supporting them, see description below)
Looking for someone long term - Contract to hire, 45-60 days as temp role, assignment could end anytime, not guarantee placement
OT MUST BE APPROVED BEFORE WORKING
If possible, please provide advance notice for any planned vacation or time off. We understand unexpected situations can arise; however, managers should be informed as soon as possible so appropriate coverage can be arranged.
Must Haves:
1. Advanced Microsoft 365 Mastery (Outlook & Teams)
2. Corporate Expense & Travel Management Systems (Concur is utilized)
3. AI Tool Integration & Executive Automation (CoPilot utilized)
**Being proactive, intuitive to know advanced review of incoming weeks, meet with COS to ensure critical meetings are set, review any discrepancies, etc.
The opportunity:
The Executive Assistant provides high-level executive and administrative support for three Vice Presidents within our IT Leadership team (Cybersecurity, Consumer Packaging and Corrugated Packaging) and their teams. This role is a strategic partnership requiring a highly functional, proactive professional with a natural ability to serve others, who can operate with speed, precision, and a "digital-first" mindset in a fast-paced, global IT environment. The successful candidate will independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications, and act as a force multiplier for the Executives by anticipating needs, thinking outside the box, and gracefully pivoting when priorities shift.
How you will impact Smurfit ***:
Proactively own and execute heavy calendar management for three VPs, demonstrating a keen awareness of conflicts and prioritizing high-value engagements to optimize strategic goals.
Act as a highly effective gatekeeper and strategic partner, managing high-demand teams and demonstrating the ability to properly and tactfully redirect inquiries to protect the leaders' time.
Demonstrate a strong ability to manage complex scheduling and logistics across multiple global time zones.
Learn and anticipate the leaders' needs before they arise and efficiently utilize downtime to execute passive administrative tasks and maintain operational excellence.
Synthesize meeting discussions into clear follow-up notes and proactively track action items to completion across the IT organization.
Drive the end-to-end logistics for special meetings, leadership off-sites, lunches, and dinners (including venue sourcing and technology integration), maintaining strong vendor partnerships and adapting to moving logistics throughout the entire lifecycle of the event.
Coordinate comprehensive domestic and international travel (flights, hotels, ground transportation, and visas) and develop minute-by-minute itineraries with built-in "Plan B" and "Plan C" contingencies.
Serve as a "Power User" for emerging productivity tools, proactively mastering and integrating AI platforms—specifically Microsoft 365 Copilot—into executive workflows for drafting, research, and data synthesis.
Utilize the full suite of Microsoft Teams components (webinars, whiteboarding, and AI-generated recaps) to facilitate seamless digital collaboration for a global team.
Manage expense reports, invoices, subscriptions, and vendor coordination with absolute accuracy and timeliness, adhering to corporate procurement standards.
Continuously evaluate and refine administrative workflows and communication protocols to improve overall departmental efficiency.
Develop a good working relationship with all levels of staff in all departments.
Handle sensitive/confidential information requiring a high level of discretion.
What you need to succeed:
Bachelor’s Degree required.
Minimum of 7 years of experience supporting Vice President level or above, preferred within an Information Technology or high-tech corporate environment.
Demonstrated, true flexibility in your schedule to accommodate shifting executive needs and global business hours.
Advanced proficiency in Microsoft Office 365, with a specific emphasis on Teams and Copilot/AI tools; ability to quickly adapt to new external platforms.
Commitment to being on-site at least 3 days per week to facilitate direct collaboration and team culture.
Ability to commute between local Georgia-based offices as business needs dictate to ensure seamless executive coverage across multiple locations.
Strong interpersonal skills with the ability to collaborate at all organizational levels.
Absolute discretion and sound judgment when handling confidential or sensitive matters.
A proactive, "forward-leaning" approach with the ability to multitask seamlessly, think outside the box, and pivot quickly in response to changing priorities.
Focused, dedicated, and organized with a strong work ethic and attention to detail in composing, typing, and proofing materials.
EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”