Executive Assistant - Salem, United States - Carrier

Description

Country:
United States of America


Location:

CASAL:
Salem Oregon 4001 Fairview Industrial Drive SE, Salem, OR, 97302 USA

Carrier is the leading global provider of healthy, safe and sustainable building and cold chain solutions with a world-class, diverse workforce with business segments covering HVAC, refrigeration, and fire and security.

We make modern life possible by delivering safer, smarter and more sustainable services that make a difference to people and our planet while revolutionizing industry trends.

This is why we come to work every day. Join us and we can make a difference together.


About The Role:

Reporting to the GM of Supra/Onity, this role provides executive administrative support to the GM and several other executive leadership team members.

The executive assistant will also provide office management support to ensure the effective and efficient operation of the Salem, OR office and other locations as needed.

This role is a critical interface with the executive leadership team, as well as internal and external customers.

The position requires a highly organized and skilled professional who can handle heavy calendar management with shifting schedules in a fast-paced environment, with a high level of urgency.

Working on multiple projects simultaneously, and engaging the team as needed to produce accurate and timely work is essential for achieving success in this role.

The selected candidate must be professional, energetic, detail-oriented, and capable of anticipating the needs of the leadership team.

Someone who enjoys problem-solving and rises to challenges with a positive, can-do attitude while exhibiting strong judgment will do well in this role.

Key Job Responsibilities:

• Actively review and ensure preparation for and precise execution of schedules, including availability of advanced materials, room scheduling, conferencing equipment setup, and other materials as required.
• Plan, review, and handle complex and dynamic travel itineraries, including international.
• File expense reports in a timely manner.
• Demonstrate advanced competence in digital and automated tools and solutions to minimize paper and deliver office efficiencies.
• Adapt and respond quickly and appropriately to changes in schedule, travel, etc. to deliver world-class support.
• Build, maintain and use a network of internal resources (e.g., IT, digital, desktop support, leadership team assistants, facilities, travel) to ensure proactive planning and to resolve unforeseen issues as they develop.
• Review and edit executive communications for formatting and content applying expertise in the full suite of Microsoft products (Word, PowerPoint, Excel), Microsoft Office 365 and Zoom video conferencing.
• Develop and leverage expertise in internal processes and systems to ensure seamless workflow including supporting internal and external customers, candidate interviews, and assisting with employee onboarding and offboarding as needed.
• Manage Supra & Onity corporate calendar, executive leadership meetings and other executive activities with the ability to manage change, balance priorities, preserve business commitments and act as an extension of the Supra/Onity GM.
• Manage heavy global calendar management and multiple changes in schedules
• Ensure office efficiency by maintaining common areas, organizing procedures, and overseeing supplies and equipment
• Oversee day-to-day office activities as the main point of contact in the reception area, and keep management informed regularly.
• Provide direct support as needed, including mailing and shipping packages; and updating the contacts database and employee lists
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested
• Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) partnering with the real estate team as needed.

Minimum Qualifications:

• High school diploma or GED with 6 years of experience supporting business operations

Preferred Qualifications:

• Technical/Business school certificate or other post high school training with a minimum of 7 years of experience will be considered
• Certification in and/or demonstrated competence in office software and technology a plus
• Bachelor's degree in a business-related field preferred
• Prior GM support experience or related business experience
• Demonstrated success managing dynamic travel and calendaring, including adapting quickly and seamlessly to changes. Capable event and meeting planner anticipating logistics with little to no oversight.
• Technological savvy and digital orientation - experience with and affinity for using technological solutions to improve efficiency.
• Exceptional attention to detail, forward-thinking, and proactivity. Anticipates and resolves or plans contingencies for possible outcomes.
• Professional, calm, polished, and personable demeanor.
• Proven track record delivering a positive internal and/or external customer experience while balancing internal priorities.
• Excellent verbal, written, and listening communication skills, talented in organizing communications messages in a simple, clear and concise manner.
• Success in working and problem-solving both independently and as part of a team. Experience building strong internal networks to actively accomplish organizational goals.
• Flexible and adaptable. Willing and able to respond to and resolve issues outside of normal business hours to respond to a global team, so flexibility in working extended hours is required.
• Impeccable level of discretion, ethics, and transparency.
• Demonstrate a high level of intelligence and intellectual curiosity and a desire to explore new ideas and innovative ways to solve problems.
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability.
• Proficiency with office applications, and aptitude for learning new software and systems.
• Ability to maintain confidentiality of company information.

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Carrier is An Equal
Opportunity/Affirmative
Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.

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