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At Company, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop lessons, we are always re-examining the way people learn best, whether it’s one child in our own backyard or an education community across the globe. We are bold thinkers and standout innovators who motivate each other to explore new frontiers in an environment that supports and inspires us to always be better. By pushing the boundaries of technology — and each other to surpass these boundaries — we create seeds of learning that become the catalyst for the world’s innovations, personal and global, large and small.
We are looking for a technically savvy, upbeat, friendly and experienced Executive Assistant who is highly organized and committed to providing outstanding support.
You will be working in the exciting and demanding Technology Organization of Company supporting directly two Vice Presidents: VP of Service Operations and VP of Infrastructure & Operations as well as their organizations as a team coordinator. You will be interacting on a global basis across all levels of the organization. We are excited about candidates who have strong execution experience and have worked in a fast paced, deadline driven environment. The successful candidate will help schedule meetings, maintain calendars, coordinate event/meeting logistics, create presentations, drive team building activities, draft communications and will work cross-functionally to drive results. This position is located in San Antonio, Texas.
Job duties include, but not limited to:
Coordinate schedules, appointments, and establish agendas. Manage executive’s calendar including meetings, with difficulty such as more attendees, multiple locations & time zones, and with impact on other meetings.
Coordinate and maintain frequent, less routine domestic and international travel.
Work with other assistants cross-departmentally to coordinate projects, initiatives as defined by product management.
Attend select strategic meetings as defined to capture key meeting notes and actions.
Process T&E expenses.
Process computer equipment and software requests and purchases.
Manage departmental vacation, sick leave, time off schedules, and database
Compose and distribute internal and external communications such as letters, memos, and other documents and help maintain internal team site.
Compile informational analysis and database projects as needed.
Assist with special projects and related research.
Coordinate transfer of vital information to direct reports as needed.
Maintain highly confidential records and documents.
Oversee conference and meeting coordination, such as, arrangements for meetings, conferences, video conferences, and special events, such as I&O Summit, Learning and Development.
Arrange for catered luncheons and provide beverages and snacks based on meeting needs.
Monitor and maintain budget for office supplies, small assets, catering and T&E. Provide monthly communication to cost center Managers as to the status of their budget.
Build and maintain a highly organized and intuitive filing system so managers can quickly and easily access information.
Maintain a current list of department employees to include name, group, manager, location, cost center, hire date, and additional information as needed.
Maintain a current organizational chart for department and distribute to the department and other Admins when needed.
Assist with recruitment activities, on-boarding new hires to include desk space, computer equipment and software, access to Company buildings, access to network and shared folders, creating accounts for travel and expenses, and other tasks as needed.
Create and maintain email distribution lists.
Build a plan to help retain talent with activities to drive team engagement and employee recognition
As part of the team activities help with learning and development plan input and execution for the organization.
Bachelor's degree preferred or commiserate experience with 5-7 years as a senior level executive assistant.
Strong organizational skills with an ability to set priorities, meet critical deadlines, juggle projects, and produce high-quality and accurate work under time constraints
Experience in supporting executives who travels frequently out of the time zone or country. (Superb diary management across time zones is essential.)
Excellent verbal and written communication skills required
Strong PC and Mac skills
Strong MS Office skills (Excel and PowerPoint) are essential and Google Cloud Enterprise experience preferred
Resourceful, conscientious, focused and detail-orientated
Professional yet friendly attitude, the ability to multi-task and switch focus, as well as a self-motivated mindset and approach
The ability to manage communication in a confidential environment is essential.
Strong support and service attitude, team orientated
Human Resources experience is desirable
Some flexibility on hours is desirable
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