Job Description

Executive Administrative Assistant
Job Number: 20-00870
 
Use your skills where innovative technology solutions begin. Eclaro is looking for an Executive Administrative Assistant for our client in Topeka, KS
 
Eclaro’s client is a leading consumer products company with a global presence. If you’re up to the challenge, then take a chance at this rewarding opportunity!
 
Responsibilities:
  • Co-lead on-site logistics for major corporate events such as Intercom and YCMAD
  • Manage the Digital Asset Management system and serve as point of contact for requests
  • Serve as primary coordinator for signature volunteer events in New York
  • Own the corporate master events calendar, sourcing and updating global events and serving as liaison to other executive administrators
  • Coordinate thought leadership events hosted by Client communicators
  • Assist on internal and external presentations with proficient knowledge of Powerpoint and preferably google Slides
  • Assist with data base management of photo library
  • Managing Outlook calendars; including the coordination of complex executive meetings
  • Scheduling domestic and international travel arrangements; ability to expedite passports, visas, welcome letters and other international entry rules
  • Coordinate department meeting/event planning
  • Providing WebEx, videoconference and teleconference support
  • Preparing and tracking travel and entertainment expense reports
  • Answering phones and taking messages as needed
  • Handling all general administrative duties for the department including subscriptions management, copying, scanning, mailings, invoice processing and reconciliation
  • Manage distribution lists
  • Prepare and compose basic correspondence, reports, and memorandums from instructions of the supervisor, using more advanced features in several computer programs such as word processing, spreadsheet, and graphic software
  • Maintain organization charts
  • Assist with projects and/or special request
 
Required Qualifications:
  • 7+ years experience at a global organization supporting senior executives
  • Advanced knowledge of PowerPoint, Slides, Gmail, Word
  • Comfortable learning new technology systems
  • Excellent organizational skills, including experience creating and maintaining filing systems
  • Outstanding verbal and written communication skills and polished demeanor
  • Superior attention to detail
  • Demonstrated ability to work independently, manage competing priorities and meet tight deadlines
  • Ability to remain flexible and adaptable in a rapidly changing environment
  • Ability to draft or revise standard form agreements
  • Technical aptitude with the ability to engage in a variety of project work
  • Ability to maintain official documents and records, recognizing confidentiality of sensitive information
  • Bachelor’s degree is preferred

Preferred Skills:
  • Leadership: Demonstrate character, clarity, courage and commitment to high-performance. Build environment of trust, high performance and engagement by establishing clear goals and a commitment to feedback, development and recognition
  • Change Orientation: Champion a better, faster and simpler way of doing things. Apply original thinking and continuous improvement to processes, products, systems or services and manage change to better serve customer needs
  • Collaboration: Connect, engage and communicate with others. Encourage open expression of ideas; communicate effectively at all levels and build strong relationships
  • Judgment: Make sound decisions. Demonstrate critical thinking to take appropriate risk and make sound and timely decisions
  • Results-Driven: Deliver extraordinary result. Take initiative to achieve superior, quality results against internal or external standards of excellence
 
If hired, you will enjoy the following Eclaro Benefits:
  • 401k Retirement Savings Plan administered by Merrill Lynch
  • Commuter Check Pretax Commuter Benefits
  • Eligibility to purchase Medical, Dental & Vision Insurance through Eclaro
 
If interested, you may contact:
Mei Balintong
Jomeyann.Balintong@eclaro.com
2122582714
Mei Balintong | LinkedIn
 
Equal Opportunity Employer:
Eclaro values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.
 

Application Instructions

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