Executive Assistant, Consumables

Job description

DESCRIPTION

Amazon is seeking a bright, friendly, customer-obsessed and self-motivated Executive Assistant to join its Consumables Special Projects org. This is a great opportunity to join a high functioning and growing business and Admin team with plenty of new challenges & responsibilities for you to grow and further your professional career.

This Executive Assistant would support 3-4 executives within the Special Projects org including one VP. The team works on confidential projects and frequently engages with senior leadership, so discretion, flexibility and strong calendaring skills are critical. While providing on-hand support to our Executive Leaders, the role has involvement and impact across Amazon's entire Consumables organization. The Executive Assistant role is responsible for a wide range of activities, including management of a complex calendar and scheduling requirements, tracking key deliverables, coordinating domestic and international travel, expenses and budgeting, project coordination, and document review. Other activities include coordinating meeting agendas, facilitating key team activities (such as all–hands meeting planning to employee engagement activities), office management, planning and execution of space reconfiguration, and assisting with new hire on-boarding.

The ideal candidate will be an experienced professional, who has demonstrated using strong business judgement with success, while working in a highly ambiguous environment and have advanced prioritization abilities to complete a high volume of complex tasks autonomously. S/he will be a detail-oriented, experienced planner with the demonstrated ability to communicate and respond effectively and efficiently, while maintaining flexibility, a sense of humor, and, most importantly, grace under pressure, while working in a fast-paced, goal-focused work environment.

Primary Responsibilities (70-80%):
- Complex Calendar Management of X# Executives and scheduling requirements
- Management of individual and group travel requirements to domestic and/or international locations
- Event planning for staff meetings, annual business events, off-sites, all-hands, and/or external facing events
- Expenses, budget management, and org chart management
- Communication Management (internal communications and announcements, document editing for accuracy and clarity, presentation edits, internal & external email communications, and may manage Executive's email inbox).
- Collaboration with other Executive Assistants, Finance & HR Partners on key business events
Additional Responsibilities (20-30%):
- Project Management (meeting agendas, tracking key deliverables and action items, reporting, maintain operational metrics or KPIs for department, etc.)
- Space Planning and Office Space Management for a business, or own multiple floors
- Employee Morale (team events, org-wide events, celebrations, etc.)
- Independent Problem Solving complex administrative issues business-wide
- May assist with interviewing, training, or mentoring of additional hires

The ideal candidate will be an experienced Administrative professional who is looking for their next big opportunity to grow & advance their career. They will be a fast learner with experience working with little to no guidance using sound judgement in a fast paced, goal-oriented, and ever changing work environment. They will also have strong prioritization abilities to complete a high volume of complex tasks autonomously, and a history of establishing mechanisms to simplify or streamline processes and establish structure. The ideal candidate will be a detail oriented planner with the demonstrated ability to communicate and respond effectively and efficiently while maintaining flexibility, a sense of humor, and most importantly grace under pressure.

Finally, the ideal candidate will be someone who wants to be more than “just an Admin” and is ready to build a deep and trusting, long-term professional relationship our Executives. Over time the relationships will blossom into strong partnerships, and the Executive Assistant will be a key player of the team with the opportunity to take on special projects with increased responsibility that will help drive the Consumables Special Projects org to new heights as they pioneer into the unknown.

Desired profile

BASIC QUALIFICATIONS

· 4+ years of experience assisting multiple Executives in a corporate environment (complex calendar management, meeting coordination, travel coordination, event planning, etc.)
· 2+ years of Project Management/Project Coordination Experience (goal & project tracking, reporting, space planning, budgeting, process improvement, etc).
· Advanced use of the Microsoft Office Suite (Outlook, Excel, OneNote, PowerPoint, and Word)
· 4+ years of experience working in a fast paced, large, and/or complex work environment
· BA/BS Degree, or a HS Diploma and additional 4yrs of experience in above qualification