Executive Administrative Assistant
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Job Description
Executive Administrative Assistant supporting SVP of Software and Digital Solutions at Iron Mountain. Managing schedules, travel, and administrative tasks in a remote role.
Responsibilities:
- Managing the daily schedule, travel (including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations), and external contracts for the SVP; anticipate needs to proactively bring together people and resources required to address critical issues
- Act as the lead for internal department meetings and Global Town Halls - drafting, creating high-impact presentations, tracking action items, and supporting employee programs like ‘IM Listening’.
- Initiates drafting of correspondence, screening calls when requested, and maintaining files for Executive as needed.
- Maintain a system that alerts upcoming deadlines on incoming requests or events ensuring the executive knows deadlines within 24 hours of the event.
- Oversee administrative processes including expense management, invoice coding, and maintaining global distribution lists.
- Lead the requisition and onboarding process for new hires within the department - including the ordering of equipment and technology
- Handle sensitive information with absolute discretion, serving as a professional ambassador for the SVP to both internal and external stakeholders.
- Support WorkDay and other system clean up or special projects as requested.
Requirements:
- 5+ years of experience supporting VP and SVP level executives, preferably in an international or rapidly growing corporate environment.
- Strong knowledge of Google Suite and Microsoft Office (Word, Excel, Powerpoint), with extensive experience in the administrative preparation of executive presentations.
- Proven ability in managing multiple competing priorities with a ‘roll up your sleeves’ attitude and excellent judgement in high-pressure situations.
- Flexibility to provide occasional support during evenings or weekends based on the executive travel schedule.
Benefits:
- 2 Weeks Paid Time Off
- Sick Leave and Wellness Time Off
- 7 Paid Holidays + 3 Floating Holidays
- Comprehensive health, wellness, and retirement plans (Full benefits on day one, 401(k) with company match, and Employee Stock Purchase Program).
- Opportunities for continuous learning and professional growth
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