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Administrative Jobs in Philadelphia, PA

Senior Executive Assistant

Axalta Coating Systems

Philadelphia, Pennsylvania

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JOB DETAILS
SKILLS
Administrative Skills, Analysis Skills, Ariba, Billing, Calendar Management, Communication Skills, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expenditure Statement, Expense Management, Expense Reports, File Maintenance, High School Diploma, Maintain Compliance, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Needs Assessment, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Purchase Orders, Reconciliation, Record Keeping, Records Management, Team Player, Time Management, Travel Planning, Willing to Travel, Writing Skills
LOCATION
Philadelphia, Pennsylvania
POSTED
30+ days ago
The Sr. Executive Assistant will serve as the first point of contact for the Chief Executive Office and the Chief Financial Officer. This role requires exceptional communication capabilities both verbally and written, for internal and external audiences, as well as a professional demeanor, collaborative style, exceptional analytical skills, an understanding of the needs of high-level executives, and an ability to anticipate issues before they arise and manage situations calmly and with sophistication.

The Sr. Executive Assistant must have the ability to maintain the utmost confidentiality and to work under pressure with professional composure, staying focused on execution. Much of the day-to-day work will center on prioritizing inquiries, making global travel arrangements, completing expense reports, scheduling meetings, calendar management, invoice processing and effectively managing the flow of incoming information insuring it is routed effectively and efficiently. This individual will be expected to work autonomously, yet collaboratively with other administrative support, executive leaders and board members, and will provide a broad range of administrative support, including confidential details. The specific daily activities may include the following:

  • Works closely and effectively to keep the executives well-informed of upcoming commitments and responsibilities, following up appropriately.
  • Prioritizes conflicting needs; handles all matters expeditiously, proactively and follows through on projects to successful completion often with deadline pressures.
  • Utilizes a PC, MS Office Software and related software and technology to accomplish assignments.
  • Receives and responds to routine correspondence following established procedures not requiring management review.
  • Manages and maintains daily calendars and resolves scheduling conflicts, schedules various meetings and appointments.
  • Arranges complex and detailed global travel arrangements, detailed itineraries, and agendas (including international air, hotel, car, etc.) for the client base
  • Reconciles and maintains expense records, statements, and invoices.
  • Prepares meeting notes, slides, and summaries for advance distribution
  • Creates, transcribes, and distributes meeting agendas and minutes.
  • Maintains files documents appropriately while ensuring compliance with records management requirement.
  • Creates and maintains Excel and other databases and organizational charts.
  • Supports department-related work including meeting preparation, planning, scheduling, and processing purchase requisitions.
  • Participates in project-based work as needed, while focusing on the coordination and prioritization of appointments and business obligations, managing calendars (Outlook), expense management (Concur), PO Creation in Ariba.
  • Other duties as assigned.

Minimum Requirements

To be considered for this opportunity, the individual must possess the following experiences and attributes
  • High school diploma required, associate or bachelor's degree preferred
  • 7+ years related experience supporting similar Executive level leaders
  • Excellent attention to detail
  • Ability to work onsite at our Global Headquarters in Philadelphia
  • Excellent references from other Executives or Executive Assistant's
  • Must possess exceptional verbal and written communication skills and executive presence
  • Demonstrates sound judgement and utilizes excellent decision making skills
  • Demonstrated ability to effectively manage confidential information to the highest standards
  • Demonstrated ability to effectively work with both internal and external stakeholders under time constraints
  • Ability to work in a fast-paced environment and ability to multi-task, prioritize and organize work under tight deadlines and changing priorities
  • Keeps a positive, professional attitude, even while dealing with issues that arise
  • Ability to travel, if and when the need arises
  • Ability to anticipate needs and proactively source/find solutions
  • Ability to work with others and as part of a team and individually without direct supervision.
  • Analytical skills using excel and related project work preferred
  • Advanced proficiency in MS Office including PowerPoint, Word, Excel, and Outlook (scheduling, managing multiple calendars/email boxes, meeting tools) with previous work experience with internal travel and expense systems
  • Technologically savvy

Our Company:

Axalta has remained at the forefront of the coatings industry by conti

About the Company

A

Axalta Coating Systems

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