• Maintaining calendars, as well as scheduling meetings with senior leaders, teams, clients/partners, and others across multiple time zones
• Preparing, reviewing, and processing expense reports, in line with company T&E policy
• Assisting with timekeeping and payroll duties
• Creating and maintaining organization org charts
• Planning, coordination, and scheduling of team meetings, vendor/partner events
• Scheduling domestic and international travel itineraries
• Supporting team on-boarding and off-boarding including equipment orders and various system access requests, and updating distribution lists
• Procuring contractors/consultants and temporary staff by completing SOWs Ad hoc project work, as directed by leadership.
• Support ad hoc requests and coordination of special projects

Skills: Calendar Management, Meeting Scheduling, Expense Processing, Payroll Support, Org Chart Creation, Event Coordination, Travel Scheduling, Onboarding Support

• Generate and send out invoices to clients
• Generate e-mails and reports
• Take responsibility for scheduling
• Be responsible for depositing checks, and collecting fee checks
• Keep up with the status of claims and respond to any client questions and/or requests
• Assist and support adjuster on all inquiries and requests regarding client accounts
• Assist with editing or writing correspondences and presentations on behalf of the adjuster
• Process credit card payments using Elevon (credit card processing system)
• Special projects/project management
• Take responsibility for highly detailed expense reporting.

Skills: Invoice Generation, Email and Report Creation, Scheduling, Check Depositing, Claim Status Management, Client Support, Correspondence and Presentation Support, Credit Card Payment Processing

• Coordinate and aid in the day-to-day activities of the VP Operations/Plant Manager
• Organize meetings and events for the Plant Leadership Team
• Support plant-wide communications, manage office supplies and equipment
• Write/update reports and manage the electronic filing system.
• Provide support to executives, customers, and visitors
• Manage calendars for Plant VP, including scheduling appointments
• Anticipate materials needed for visitors and coordinate delivery of unexpected needs.
• Coordinate plant-wide events, including lunches/dinners
• Prepare reports, presentations, and documents for leadership
• Arrange and coordinate meetings and conference rooms for VP Ops, Plant Leadership Team, executive visitors, and Henkel customers
• Order and keep supplies for conference rooms and leadership team
• Manage postings on plant-wide communication boards, including digital boards

Skills: Executive Support, Meeting and Event Coordination, Office Management, Report Writing, Calendar Management, Visitor Coordination, Plant-Wide Communication, Supply and Equipment Management

• Book travel arrangements and assist with other expenses for EMEA Management.
• Organize meetings and appointments (conference calls, rooms, taxis, couriers, hotels, etc.).
• Organize EMEA-wide regional meetings via Webex/Teams
• Organize and co-ordinate EMEA regional Leadership meetings
• Reply to email, telephone, or face-to-face inquiries, and pass them on to the proper parties.
• Manage staff appointments, as well as updating employee holiday records.
• Update administrative presentations
• Format information for internal and external communication
• Take minutes during meetings

Skills: Travel Booking, Meeting Coordination, Regional Organization, Leadership Coordination, Inquiry Management, Appointment Management, Presentation Updates, Minute Taking

• Supply Chain leadership team admin support
• Full travel booking and support (book flights, hotels, transfers all over the world, check-in, keep track of strikes and travel delays, arrange Visa application).
• Expense reports for VP&SDs and some key team members.
• Preparation of presentations and correspondence.
• Diary Management for VP/SDs.
• Prioritize and manage a complex schedule of commitments and ensure that their calendars are fully maintained and accurate.
• E-Mail Management for VP/SDs.
• Screen and respond with discretion to confidential requests and inquiries, and answer or redirect routine internal and external communications.
• Organize and support Town Halls and All Employee Meetings/updates.
• Write Meeting Minutes and follow up on tasks.
• Keeping track of deadlines and follow up with the team.
• SharePoint and WorkDay administration.

Skills: Supply Chain Support, Travel Management, Expense Reporting, Presentation and Correspondence Preparation, Diary Management, Calendar Management, Email Management, Meeting Organization

• Be the initial liaison and primary communication point person for leaders, teams, and external clients/partners
• Work alongside other executive assistants
• Organize and maintain the outlook calendar using a high level of integrity, running across senior leaders of AXP, different time zones, and international markets
• Organize internal and external meetings including team events, and make all necessary arrangements including sending invitations, booking rooms, and arranging catering
• Assist the VP with booking meetings
• Prioritize what is meaningful and urgent
• Acknowledge receipt/replies on behalf of the VP
• Ensure timely preparation and processing of expense reports and invoices, review expenses submitted to the leader for approval, and highlight any out-of-policy spend
• Document/presentation creation and maintaining organization charts
• Assist in ordering supplies and other administrative support tasks
• Ad hoc project work as directed by leadership
• Make complex travel itineraries including air, hotel, transfers, and visas
• Work closely with the team's Manager Assistant on time-sensitive deadlines

Skills: Liaison Management, Calendar Organization, Meeting Coordination, Expense Management, Document Creation, Administrative Support, Travel Management, Project Assistance

• Serves as liaison between the NS Finance staff, executive offices, internal stakeholders across the organization, and external relationships.
• Works very closely with EVP/Portfolio President and EVP/CFO office assistants.
• Manages an extremely busy calendar with constant changes consistent with changing priorities.
• Demonstrates effective interpersonal skills in handling and maintaining records of sensitive and confidential information and situations.
• Uses problem-solving techniques, tact, and discretion to identify improvements in systems and processes and recommends best alternatives to the CFO or appropriate others.
• Works independently with little guidance, anticipating next steps, taking initiative, exercising discretion, and sound judgment.
• Performs various administrative duties including internet/intranet research, preparing and tracking expense reports, and purchase orders.
• Manages all components of CFO’s travel and direct staff as available.
• Handles all facets of the internal and external hiring process
• Schedule interviews, assist with travel as appropriate, collect/distribute interview materials, and provide onboarding assistance to new hires.

Skills: Liaison Management, Calendar Management, Confidential Information Handling, Problem Solving, Independent Work, Administrative Support, Travel Management, Recruitment Support

• Manage staff meeting agendas, create minutes, and track action items.
• Coordinate complex and highly visible meetings, both on-site and off-site, including meeting room reservations, gathering/consolidating presentation materials
• Assist with agenda, meeting minutes, travel, catering, and A/V.
• Initiate legal agreements which include completing required compliance documentation, tracking milestones, and processing payments for vendors.
• Create and maintain organization charts, distribution lists, and the Neuroscience Operating Mechanisms Schedule.
• Assist with due diligence for acquisitions and divestitures of domestic and international businesses.
• Manage Minneapolis-based NS Finance office and space needs and planning.
• Act as an information resource on organizational policies and procedures.
• Prioritize and execute special projects

Skills: Meeting Management, Agenda Creation, Travel Coordination, Legal Agreement Support, Organizational Chart Management, Due Diligence Support, Office Management, Special Project Execution

• Conduct coordination for various activities assigned by the Executive, mainly in direct in-charge functions, and across corporate functions and group subsidiaries/affiliates.
• Be responsible for the Executive’s schedule, meeting coordination, and travel arrangements (when allowed) and support the corporate board meeting affairs.
• Tasks and Projects assigned by the executive, mainly analysis, reporting, organizing, and project administration
• Keep track of department assets and stationery supplies, process the expense reports and documentation maintenance, and do other secretary work.
• Maintains behaviors and actions consistent with the company's values and standards.
• Adheres to all company policies and procedures.  
• Participates in training and strives to increase and improve existing skills.  
• Communication and decision-making on behalf of the CEO and executive team.
• Complicated and varied calendaring support and scheduling, as well as domestic and international travel coordination.
• Meeting support including logistics, scheduling coordination, minutes, follow-up action communication, preparation and distribution of materials, etc.

Skills: Executive Coordination, Schedule Management, Travel Coordination, Project Administration, Expense Reporting, Company Policy Adherence, Communication and Decision-Making, Meeting Support

• Manage calendars for members of the Research & Policy senior leadership team, including coordination with administrative colleagues to schedule meetings, calls, events, and other activities, and effective prioritization of scheduling requests
• Deliver seamless engagement experiences by managing meeting logistics, including preparation, distribution, and/or printing of materials, maintenance of calendar invites and RSVPs, greeting guests, and preparing technology (video conferencing, collaboration tools, etc.) in advance
• Plan for and execute travel arrangements, including international and domestic itineraries, bookings, and briefing materials preparation
• Prepare executives for a variety of internal and external meetings by gathering, compiling, and reviewing briefing and logistical materials, coordinating prep calls, developing presentations, and other activities assigned
• Manage executive contacts with discretion, including tracking stakeholders, maintaining updated records, and fostering relationships with administrative staff
• Manage and track board participation and professional memberships, process payments and donations, including conducting due diligence pre-screening and managing invoices
• Provide telephone coverage
• Assist with stakeholder requests and inquiries on behalf of Research & Policy leadership
• Draft written internal and external communications on behalf of Research & Policy leadership
• Support and maintain knowledge management and operations for the department, including managing talent processes (hiring, onboarding), tracking licenses and access approvals, providing training, and coordinating team programming
• Assist with coordination of events hosted by the Research & Policy leadership team, including scheduling, catering, preparing materials, and overseeing logistics

Skills: Calendar Management, Meeting Logistics, Travel Coordination, Executive Preparation, Contact Management, Membership and Payment Tracking, Communication Support, Event Coordination

• Proficient in Microsoft Office, financial planning software, contact management program, and Outlook.
• Customer service experience, preferably, financial
• Current FINRA Series 6 & 63 licenses, and Current Series 7 license
• Have current, Health, Life, and Variable Annuity license
• Consistent positive, cooperative, self-motivated, courteous, and professional attitude.
• Excellent interpersonal skills and ability to verbally communicate appropriately with others, and appropriately respond to a supervisor.
• Demonstrated ability to work in a team-oriented environment.
• Ability to multi-task along with problem-solving skills
• Ability to maintain client confidentiality.
• Demonstrated ability to process documents with a high degree of accuracy and attention to detail.

Qualifications: BA in Office Management with 3 years of Experience

• Experience as an Executive Administrative Assistant with experience handling various projects for an Engineering Department.
• Previous experience working with media and technology companies
• Previous engineering support experience
• Proactive nature with exceptional attention to detail
• Excellent written and oral communication skills.
• Ability to work independently as well as be part of a team.
• Ability to work with all levels of the company across multiple locations.
• Highly organized, with excellent follow-up and tracking skills.
• High level of proficiency in Outlook, calendar scheduling, Excel, and PowerPoint.
• Previous working experience working in a fast-paced environment with fluctuating priorities and deadlines
• Enjoyment of being part of a high-energy, deadline-driven organization that thrives on creativity, effectiveness and winning in a competitive marketplace

Qualifications: BA in Human Resources Management with 6 years of Experience

• Basic understanding of fundraising, donor relations, and marketing
• Knowledge of issues related to hunger and poverty
• Passion and enthusiasm for the company's vision, mission, and values of community, leadership, transparency, and diversity
• High level of personal integrity and professionalism
• A sense of humor deftly combined with a proactive, can-do attitude
• Strong work ethic and self-motivated with an orientation towards continual process improvement
• Innovative self-starter and problem solver with a bias towards action
• Superior level of computer proficiency including MS Office Suite, especially Excel
• Being proficient in Donorperfect 
• Experience in non-profit or social service

Qualifications: BA in Accounting with 2 years of Experience

• Experience supporting C-Level Executives
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Expert-level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion
• Be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Forward-looking thinker, who actively seeks opportunities and proposes solutions

Qualifications: BA in Business Administration with 5 years of Experience

• Practical knowledge of Schedule Travel
• Good understanding of Itineraries
• Adeptness in Coordinate Travel Arrangements
• Experience working with In-Person Meetings
• Comprehension of Executive Meetings
• General familiarity with International Travel
• Meeting coordination and planning experience
• Knowledge of Book Travel Arrangements
• Earlier work involving Office Calendar
• Arranging Travel experience
• Background working with Maintain Calendar

Qualifications: BA in Project Management with 3 years of Experience

• Proven accounting work experience
• Foundational knowledge in Arranging Travel
• Previous experience working with conducting meetings
• Demonstrated knowledge of Handle Travel Arrangements
• Coordinate Travel Arrangements experience
• Calendar Management experience
• Experience with Book Travel Arrangements
• Spreadsheet and ERP system experience
• Ability to multitask and communicate well with individuals of all backgrounds
• Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data

Qualifications: BA in Legal Studies with 1 year of Experience

• Experience as administrative assistant reporting to upper management
• Highly articulate in communication, engenders credibility with everyone they interact with
• Able to influence across all levels of the organization, from staff to the executive level.
• High commitment to customer service.
• Exceptional interpersonal skills and excellent oral and written communication.
• Proven ability to interact effectively with all levels of the organization.
• Demonstrates initiative in problem-solving and process improvement.
• Highly organized, attentive to detail, and can readily manage several projects concurrently.
• Demonstrates the ability to prioritize time and need of project completion.
• MS Office Suite proficiency (MS Word, Excel, Outlook, PowerPoint)

Qualifications: BA in Executive Administration with 4 years of Experience

• Proficiency using Microsoft Office, particularly Outlook, PowerPoint, Word, and Excel, in addition to web-based administrative applications
• Experience operating a variety of general office equipment, including fax machines, scanners, and copiers
• Experience as an Executive/Administrative Assistant in a corporate environment (including internship experience)
• Experience working with budget management
• Must have strong verbal and written communication skills coupled with a professional character
• Exceptionally organized with strong prioritization skills, detail-oriented, and ability to multi-task
• Quick learner, with a positive attitude, and the ability to work well independently and within a team
• Trustworthy and dependable
• Ability to take direction from multiple sources with a variety of management styles
• Flexible, to adjust work hours for special projects

Qualifications: BA in Hospitality Management with 2 years of Experience

• Experience supporting a senior-level executive in a fast-paced and complex environment
• Understanding the executive’s needs, and making appropriate decisions and requests on behalf of the executive.
• Must maintain confidentiality of highly sensitive material and information with discretion and professionalism
• Excellent organizational, analytical, anticipatory, and written communication skills
• Advanced knowledge using Microsoft productivity tools including Outlook, Word, Excel, Teams, and PowerPoint
• Experience using OneNote, SharePoint, or similar applications
• Supported a global team, with remote employees, dealing with ambiguity on time
• Strong project and operational management skills including budget management, event management, calendaring, and understanding of the business to help the decision-making process
• Proactive anticipation of executive needs and ability to work independently to make administrative decisions and requests for information on behalf of the executive
• Ability to work well in a changing environment, under pressure, on short notice, and take appropriate timely action
• Must be adaptable and work successfully in a team environment, building and maintaining effective working relationships with a diverse group of contributors internally and externally

Qualifications: BA in Public Relations with 6 years of Experience

• Experience providing administrative support to multiple senior-level leaders
• Strong digital literacy working with Microsoft Office programs (Word, Excel, PowerPoint, Outlook, etc.)
• Experience working with eMarketplace (or related accounts payable system), AmexTravel (or related travel system), Concur (or related expense reporting system), and IRIS (or related I/T Order system)
• Proficiency with efficiency tools and portal technology (Our Source, J&J Emarketplace, Concur, SharePoint, Org Plus, House Order system, and OneDrive)
• High level of experience in facilitating Zoom/Teams to large Customer Development Teams for business planning meetings.
• Experience making travel arrangements
• Ability to provide insight and suggest improvements or problem resolution
• The ability to work independently with minimal direction by being able to anticipate needs and respond accordingly
• Excellent time management and prioritization skills with strong follow-up
• The capability of working in a fast-changing environment
• Ability to exercise a high level of discretion when exposed to highly sensitive and confidential information
• Outstanding interpersonal and communication skills (both verbal and written)
• Strong collaboration and teamwork skills, and the ability to be proactive, flexible, multi-task, and possess an attention to detail.

Qualifications: BA in Communications with 7 years of Experience