Project Lead & Executive Admin

• Support the coordination and tracking of cross-functional administrative and operational projects, helping to monitor timelines, milestones, and deliverables.
• Assist in organizing and managing activities related to executive-led initiatives, ensuring stakeholders are kept informed and tasks progress smoothly.
• Contribute to process improvement efforts by identifying opportunities to streamline workflows and enhance administrative efficiency.
• Help maintain project-related documentation, summaries, and status updates to support visibility and alignment across teams.
• Provide administrative assistance in the implementation of executive activities and responsibilities, proactively managing daily calendars, email and phone communications including calls back where appropriate.
• Manage the daily evolving calendar of the executive, keeping appointments and meetings on time or changing schedules when necessary, recognizing differing time zones of global colleagues, customers or contacts and arriving at the optimal schedule.
• Anticipate the business needs of the executive, both on a routine and a project basis, develop and maintain a system that alerts executives to upcoming deadlines on requests or events.
• Manage domestic and international travel arrangements and proactively coordinate the pre-planning of trips with various internal and external parties, including arranging appropriate travel, visas, hotels, transportation, meeting agendas and necessary contacts, as well as other information, including reservations, directions and time zone adjustments.
• Resolve routine to complex inquiries, working proactively and independently as well as exercising maturity and resourcefulness.
• Maintain records and processes expense reports, invoices and any other requests for payment or reimbursement.
• Perform other duties as assigned.

• You have demonstrated success in leading projects independently, with a strong ability to manage stakeholders, timelines, and resources.
• You take ownership of assignments end-to-end and drive results through proactive planning, clear communication, and solution-oriented execution.
• You are highly creative and bring strong project management skills and experience working in a global matrix management culture. You can manage multiple projects simultaneously.
• You have a good understanding of workplace technology.
• You can work effectively across an organization and at all levels of the organization with a proven track record of working with senior executives.
• You have a deep understanding of how communications, leadership, and culture interact.
• You respect the confidentiality of sensitive projects, perform under pressure and within ambiguity, and can prioritize and execute short- and long-term initiatives.

• Bachelor's Degree holder
• Willing to work night shifts and follow US holidays
• Minimum of 2 years of experience in a shared services company, with strong preference for experience in global matrixed organizations and/or supporting c-suite leaders.
• Strong organizational skills with demonstrated ability to manage multiple priorities and support project-related workflows in a fast-paced environment.
• Demonstrated ability to handle confidential information appropriately; diplomacy, professional conduct and discretion always exhibited.
• Excellent written and verbal communications skills.
• Strong ability to work with the other executive management assistants as we often operate as a team during busy time periods or in absence of one another.
• Ability to interact with and work collaboratively with peers; strong interpersonal skills with ability to work effectively with employees at all levels and from all cultures and backgrounds.
• Demonstrated superior attention to detail and accuracy and process results in composing, typing, proofing materials, establishing priorities, flagging items for executive’s attention and meeting deadlines.
• Ability to stay focused, efficient, and effective in managing multiple priorities; proactively follows-through on projects to successful completion, often with deadline pressures.
• Highly proficient in Microsoft Office programs, including Word, Excel, Outlook and PowerPoint.
• Experience using Concur or a related travel planning tool is a plus
• Experience using Global PeopleSoft Financial Portal or similar expense management tool is a plus

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