Executive Assistant

Job description

DESCRIPTION

Consumables Special Project team is looking for a detail-oriented and self-motivated Executive Assistant to work in a fast-paced, high-impact, exciting, and growing organization. We are looking for someone who is bright and motivated with a proven history of high performance to support the CEO of PillPack, an Amazon subsidiary, TJ Parker. This position will work closely with the Executive Assistant to the SVP and other Executive Assistants in the org to provide collaborative support of the management activities and operations.

The successful candidate will exercise grace under pressure, thrive in a team environment, be resourceful, have a good sense of humor, flexible and possess the ability to complete complex tasks and projects quickly with little to no guidance. He or she will react with appropriate urgency to situations that require a quick turnaround, and if necessary take effective action in ambiguous circumstances. This position requires exceptionally sound judgment, outstanding time management skills, and the ability to build effective and trust-based working relationships across the company. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior leaders inside and outside the company are critical. Organizational awareness, accurate prioritization skills, and superior attention to detail are imperative to this role. This role will be ever-evolving to continually meet the demands of the executive office and requires someone with the vision and experience to help develop recommendations that contribute to a well-run workplace.

RESPONSIBILITIES
· Manage executive's calendar with attention to accuracy, detail, and allocation of time to promote productivity and recognize the need to re-prioritize as appropriate
· Proactively coordinate annual operational planning process, business planning, and performance review cycles
· Coordinate domestic and international travel in compliance with existing policies and procedures
· Understand business priorities and identify process improvements to create efficiency and scale for the team
· Organize and manage meetings, off sites and other team events
· Track and help drive completion of key deliverables and follow up on outstanding items
· Complete other tasks such as updating team organizational charts and completing expense reports
· Lead the Executive Assistant team through mentor-ship, recruiting, organized team meetings, and more
· Follow through with allocated tasks and ensure appropriate and timely action on deliverables
· Work with other Executive Assistants to own and manage space planning for your teams, both domestically and internationally

Desired profile

BASIC QUALIFICATIONS

· 5 years' experience assisting at the executive level in a fast-paced environment
· Strong organizational, problem-solving, and communication skills
· Integrity and discretion in handling confidential information and in dealing with professionals inside and outside the company.
· Ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines
· Microsoft Outlook is essential, as well as Microsoft Word, Excel, PowerPoint, SharePoint and Visio
· Experience leading a team of Executive Assistants
· 5+ years of planning, time management and organizational skills; strong background in complex international calendar management
· Experience working with various teams across several time zones
· Desire and aptitude for learning new concepts quickly
· Experience working in a start-up environment or highly ambiguous environment
· Professional polish and ability to demonstrate grace and composure under pressure
· Exceptional written and verbal communication skills