Executive Administrative Assistant

This position is responsible for supporting the Sr. VP, EHS & Sustainability, VP Sustainability, and the Corporate EHS Department, to aid in the performance and achievement of their objectives and goals by employing critical business and executive administration skills, managing special projects, and other duties as assigned. Administrative functions include maintaining executive calendar and meetings, coordinating global and regional meetings, managing snail mail, expense reports, processing invoices, tending to department maintenance/facility needs, data entry, conference calls, time and attendance (Kronos), copies, shipping, and presentations as needed. Coordinates and performs administrative functions such as supporting budget development, recordkeeping, and contract management as appropriate.

CORE RESPONSIBILITIES AND TASKS:

Other duties include but are not limited to:

• Coordinates and performs administrative functions such as shipping items as needed, making copies or manuals when needed and supporting the record keeping retention policy.
• Annually schedule the VP EHS Monthly staff meetings, quarterly EHS Council Committee Meetings & ESG Sustainability Meetings, Chemical Management Steering Committee Meetings, Townhall Meetings and twice a year schedule EHS Steering Committee and ESG Sustainability Meetings
• Manage travel arrangements including booking, itineraries, ground transportation and lodging as needed utilizing Concur.
• Support critical EHS projects with confidentiality as needed.
• Support communication and implementation process and policy changes including but not limited to Company initiatives, HR and safety protocols for the Department.
• Identify opportunities to streamline processes, save time and reduce redundancies.
• Manage the purchasing and replenishment of department supplies via Coupa.
• Assist in scheduling external interview candidates and onboarding schedules for new hires.
• Maintain email distribution groups for department.
• Process Galson invoices for the sites, set up Federal Express Accounts for Stores Safety, email Post Audit Surveys to the sites and distribute the Weekly Setting the Tone.
• Act as gatekeeper for the new Sirion Contract database.
• Set up new vendors when required, process check payments for the Remediation Dept at times.
• Order Merchandise for the Directors for their people on occasion.
• Plan and coordinate lunches for meetings, anniversary celebrations and holiday parties.
• Assist with Coordinating the move the new offices
• Provide balanced support services to a diverse management team.
• Maintain Department-wide memberships and subscriptions.
• Perform vendor (contracts, trade association memberships and publications) administration, including setup, contract maintenance, requisitions of purchase orders, troubleshooting, and processing timely payments.
• This position has professional interactions with C-level management admins, vendors, and internal and external customers.

"Job duties include contact with other employees and access confidential and proprietary information and/or other items of value, and such access may be supervised or unsupervised. The Company therefore has determined that a review of criminal history is necessary to protect the business and its operations and reputation and is necessary to protect the safety of the Company's staff, employees, and business relationships."

FORMAL EDUCATION:

Required:

High School Diploma or GED

Preferred:

• College Degree

KNOWLEDGE & EXPERIENCE:

Required:

• 5-7 years of experience working in an Executive administrative capacity or performing administrative functions is required

Preferred:

• 7-10 years of experience working in an Executive administrative capacity or performing administrative functions is preferred

TECHNICAL/SKILL REQUIREMENTS:

Required:

• High degree of computer proficiency with Microsoft PowerPoint, Excel, Word and Oracle software including Discoverer Reporting and Concur Expense Reporting.
• Possess the ability to multi-task in a fast-paced business environment and be proactive with prioritizing work assignments.

Preferred:

• Experience with Legal Tracker

TRAVEL REQUIREMENTS: (TIME SPENT AWAY FROM HOME OR OTHER TYPICAL OFFICE LOCATION)

• 0-5%