Executive Assistant at Schneider Electric

Job description

Job Overview

The Executive Assistant will support the VP for IT Division for Anglophone in an administrative and project capacity. You will be responsible for all aspects of the administrative operations, including managing travel arrangements, coordinating schedules and meetings, coordinating executive correspondence as well as communicating with board members, leaders and other stakeholders.

Key Responsibilities

• Manage all calendar scheduling and meeting requests including coordination of complex meetings, trainings and activities.
• Prioritize all incoming/outgoing communications. Answer questions where possible related to office operations and established policies and procedures while maintaining confidentiality.
• Coordinate all travels plans for VP, prepare and process detailed expense reports, invoices, purchase orders and maintain office supplies.
• Organize all logistics for meetings and events. Work with internal and external partners including travel agency, venue requirements and assist with selection, room set-up, catering, material preparation and delivery and any IT or other business needs.
• Ensure that various administrative tasks are done in an effective and efficient manner; including preparing presentation materials, calendar management, travel arrangements, creating reports, copying, reviewing outside mail, drafting correspondence, screening phone calls and maintaining files as needed.
• Manage external contacts by proactively understanding who they are, which priority contacts are, and keeping track of periodic communication needed for priority contacts.

Internal

Relationship & contacts:

All departments that connect with the VP.

External

Customers, suppliers, guests
Travel agents, taxi company, couriers, stationery dealers

Special Skills, Knowledge, And Abilities

We are looking for a confident, outward focused individual prepared to take a position on the exciting challenges Schneider Electric has to offer.

• Bachelor’s Degree preferred
• A minimum of 5 years’ experience interacting with executives and high-level relationship management
• Experience multi-tasking with the ability to handle changing priorities in a fast paced entrepreneurial environment.
• Poised and able to manage work under stress and with minimal supervision.
• Must work well in a team environment, and be able to represent Santé with professional courtesy and acumen.
• Must demonstrate excellent PC skills, and be highly proficient in all Microsoft Office applications.
• Professional communication in verbal and written format, with ability to generate high quality correspondence to individuals at all levels of the organization.
• Positive attitude and self-motivation, strong accountability and ownership. Able to receive constructive criticism.
• Proven ability to independently manage multiple tasks and projects with competing priorities and deadlines.
• Proven ability to effectively collaborate with internal team, cross-functional team, and external parties.
• Ability to anticipate a variety of needs and problems and proactively suggest approaches and solutions.
• Demonstrate a sense of urgency, initiative, responsiveness, and attention to detail.
• Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks.
• Maintain confidentiality around sensitive information that other employees may not be privy to.