Executive Administrative Assistant

Job Summary

ACCO Brands is seeking an Executive Administrative Assistant to support our Senior Vice President of U.S. C&OP and PowerA and their team.   

We seek an enthusiastic, highly competent, organized and customer service orientated, seasoned professional to perform a wide variety of executive level administrative support duties such as managing calendars, arranging meetings and conference/video calls, managing emails, preparing and supporting presentations, facilitating team and employee communications, arranging travel, preparing expense reports, managing vendor relationships and invoicing.  This role will work with Microsoft suite of tools and will interact with all levels of management supporting the U.S segment. 

Responsibilities

• Provide day-to-day administrative support for the Senior Vice President and several other team members, including calendar management, arranging travel, preparing and reviewing expense reports, vendor set-up and invoice processing.
• Prepare agendas, schedule meetings, take minutes, including follow-up, for weekly, monthly, and quarterly meetings.
• Prepare regular and ad hoc correspondence and reports, as well as presentations, reports and spreadsheets for internal audiences.  
• Maintain segment org charts using Microsoft Visio.
• Work closely with entire executive leaders and their Executive Administration teams in a collaborative manner on cross-functional projects, corporate events (City of Hope) and coverage during busy times and vacation.
• Other duties include working with A/P processing invoices with detailed accuracy.

Qualifications

• 4-year college degree or equivalent, with 5+ years in an executive support role.
• Proven ability to work in a fast-paced environment and juggle multiple priorities and deadlines.
• Proactive, collaborative, team player who consistently demonstrates a positive approach and attitude.
• Proven ability to maintain confidentiality, interact professionally with internal/external contacts and diplomatically handle     difficult situations and confidential information with emotional maturity and professionalism.
• Demonstrate the ability to work independently or with little instruction; take initiative to obtain direction and input when needed.
• Excellent communications skills with both internal and external individuals as well as strong written communication skills.
• Excellent prioritization, planning and organization skills.
• Excellent attention to detail.
• Advanced PowerPoint, Excel, Word, Visio and Outlook/calendaring skills.
• Ability to work a flexible work schedule to meet tight schedules and deadline.
• Project management experience is a plus.
• Experience with Concur and Vizio is highly desired.

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