Executive Assistant

Executive Assistant to Vice President

What You'll Do
As the Executive Assistant to the Vice President, you'll provide comprehensive secretarial services, demonstrating strong judgment, professionalism, and confidentiality. This role is perfect for a high-performing, energetic, and personable professional who can effectively prioritize and manage tasks while representing the Vice President with excellence.

What We Offer

• Competitive Salary: Industry-leading compensation.
• Comprehensive Benefits Package: Including pension, life assurance, employee assistance program, referral scheme, and discounts on high street brands and Johnson Controls security products.
• Training Opportunities: Extensive product and cross-training with excellent resources.
• Supportive Environment: Collaborative team atmosphere.
• Safety Commitment: Dedication to safety through our Zero Harm policy.
• Business Resource Groups: Access to various business resource groups.
• Values Training: Training on our company values.

How You'll Do It

• Handle confidential information with discretion and interact effectively with all levels of management, other departments, and internal and external customers using tact and diplomacy.
• Manage internal communications for the Vice President and collaborate with stakeholders to effectively capture and curate content tailored for targeted audiences.
• Administer legal paperwork for business entities, ensuring documents are notarized and/or apostilled where necessary.
• Coordinate with legal counsel and internal stakeholders to organize legal documents for various business entities, ensuring compliance with regulatory requirements.
• Follow up on actions and projects assigned by the Vice President.
• Anticipate issues and take appropriate action to ensure the most effective use of the Vice President’s time; advise of incoming priorities on a timely basis.
• Organize and prepare relevant documentation for meetings, coordinate agenda items, and follow up with meeting contacts.
• Prepare correspondence and presentation materials for executive use, including PowerPoint presentations, document formatting, photocopying, maintaining an electronic filing system, mail sorting, telephone screening, and drafting responses to semi-routine inquiries.
• Perform other administrative duties to support the smooth operation of the office, including maintaining and ordering office supplies and equipment.
• Assist in planning events such as company and department outings, lunch meetings, holiday parties, social committee activities, and offsite meetings.
• Organize, direct, and follow up on all administrative details as assigned, ensuring all work is done accurately and on a timely basis. This includes full calendar management, expense reimbursement using Concur, and travel arrangements.
• Arrange hotels, catering, dinners, car service, etc., for sales meetings, customer meetings, etc.
• Reserve conference rooms.

What We're Looking For

• Extensive experience as an Executive Assistant, demonstrating proficiency in working across multiple time zones simultaneously.
• Strong interpersonal skills with a high comfort level in dealing with senior leadership and individuals at all levels and international backgrounds.
• A team player who collaborates well across departments to ensure desired outcomes are achieved.
• Demonstrates tact and professionalism and maintains the highest level of confidentiality.
• Excellent prioritization and time management skills in a fast-paced, high-volume workload, multi-tasking environment while maintaining a high degree of accuracy.
• Strong service orientation and sound judgment in assessing and handling requests.
• Excellent verbal communication, writing, and editing skills.
• Proficiency in Microsoft Word, Excel, and PowerPoint.