APM Executive Assistant

Responsibilities

• Manages and maintains calendars managing conflicts and impact

• Partner with the team and Chief of Staff as needed to research and proactively prepare agendas and meeting materials, document meeting minutes, track action items, and communicate status

• Schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials

• Ensures meeting attendees have appropriate information including directions and maps. May track action items and communicate status

• Maintain confidential material related to employees and company operations. Partner with HR business partner to coordinate new hire processing and team onboarding

• Works closely with Corporate Travel to schedule and change itineraries, research and obtain travel visas

• Plan and coordinate virtual and in-person events and meetings on and offsite, including preparation of meeting materials, logistics, venue, activities, and food

• Work with the APM Chief of Staff to plan out and execute All Hands Meetings, Manager Calls, and organization-wide communications

• Develop and maintains positive working relationships with staff, internal departments, and outside parties, including high-level contacts of a sensitive nature to effectively coordinate activities and collaborate on special projects

• Collaborate flawlessly with other executive team admins to execute on scheduling meetings and coordinate organization-wide events

• Coordinates new hire processing

• May track expenditures related to employee rewards programs or coordinate and compile feedback for performance reviews

• Maintain email aliases, Slack channels, distribution lists, and shared directories, including maintaining permissions

• Tracks executive expenses and generates expense reports

• Monitors purchasing software system notifications and approves on behalf of the executive if appropriate. Works with Accounts Payable to ensure department bills are paid in a timely manner

• May serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management

• Drafts letters, memos, and emails

• Creates presentations and maintains organization charts

Minimum Qualifications

• 6+ years’ experience providing administrative support for senior-level executive

• Ability to work in a fast-paced work environment that requires strong multitasking skills, time management, and self-starter mentality

• Willing to adapt to a rapidly changing environment and new processes and responsibilities

• Proven ability to work under pressure, communicate effectively, and meet deadlines

• Proficient in Microsoft Office Suite, Mac and Windows operating systems and related business applications such as Slack, Microsoft Teams, Microsoft SharePoint

• Excellent oral and written English communication skills

• Team player who is results-oriented with strong interpersonal skills

• Ability to travel to events or internal meetings, locally and internationally as needed

• Due to our globally distributed team, you may occasionally work outside of normal business hours

• Understands how to handle confidential business matters

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The Ideal Candidate

• Has a lot of initiative and is a self-starter Enjoys working on complex assignments with a team or by themselves to get things done

• Enjoys working with other people—they believe that a high-functioning team is critical to success Enjoys reaching out and building productive working relationships with people across all levels and take a customer service orientation when supporting the team

• Is a successful multi-tasker, and extremely organized

• Is adaptable, works well in fast-paced environment, a quick learner, and always ready to lend a hand

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