Executive Assistant, GEMA

Job description

DESCRIPTION

We are looking for an exceptionally bright, well organized and self-motivated Executive Assistant w/Communications Specialist responsibilities to join us and become part of the GEMA HR team! We are seeking an energetic, bright, and motivated individual with a history of high performance to support our organization. Are you always looking around corners and anticipating needs? Do you believe that details matter? If you answered yes, then apply – this a high impact position!

This exciting role requires superior attention to detail, great organization and prioritization skills, the ability to plan ahead and to meet tight deadlines, all while juggling multiple critical requests. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with leaders is important. A good sense of humor is a must, as is the ability to be flexible and change direction seamlessly. The successful candidate will possess the ability to complete complex tasks and projects quickly with little guidance, react with appropriate urgency to situations that require a quick turnaround. You'll need to take effective action without having to know the total picture, and efficiently and proactively solve difficult or complex problems that affect people within the department or other related groups. Exceptional judgment and problem solving skills are a must. The Executive Assistant acts as an extension of the GEMA team, and can build effective working relationships inside and outside of the organization.
Responsibilities for this position include the ability to play a leadership role, to think and plan ahead, delegate responsibilities appropriately, and manage time effectively. Other key responsibilities include:
· Management of complex calendars and scheduling with diplomacy and discretion.
· Organize, execute, and assist with GEMA team activities (staff meeting agendas, All-Hands meetings, on-sites/off-sites, team social events, etc.). Create agendas and coordinate participants in off-site meetings and deep dive reviews.
· Compile team goals and operational metrics. Track and help drive completion of key deliverables and follow up on outstanding items. Manage headcount and recruiting information; maintain organizational charts.
· Scheduling cost effective air/hotel/ground transportation. Create detailed travel itineraries (including smooth transitions between time zones). Coordinate with in-house travel agents and manage international travel process. Submit expense reports in a timely fashion.
· Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
· Coordinate closely with Finance, Recruiting, Facilities, HR, and other Executive Assistants within the HR community.
· High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company.
· Cross train and act as backup for Executive Assistants in HR Services (space planning, events coordination, email list management, etc.)
· Representative on department Teambuilding Committee and Peer Recognition Program for GEMA
· Have fun at work and help others do the same!

Desired profile

BASIC QUALIFICATIONS

BASIC QUALIFICATIONS
· 3+ years of experience assisting at the executive level
· Bachelor's degree, Business, HR or Communications/PR areas preferred
· High level of proficiency in Microsoft Outlook, Microsoft Word, Excel, PowerPoint, SharePoint, Basic Design skills a plus
· Effective writing skills for global distribution messaging
· Detail oriented, with exceptional organizational skills.
· High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the company