Location: Sioux Center,IA, USA
We're looking for an exceptional Senior Executive Assistant to strengthen our global team and maximize the impact of our CEO and Executive Board.
Your mission is to enable our CEO and Executive Team to do their work best, removing administrative hurdles, making sure they have all the necessary preparations and context for making optimal decisions.
Our ideal candidate will work from our corporate office located in Sioux Center, IA and is energized by the prospect of tackling projects and solving problems on a global scale. If you are super organized, able to read any situation and communication style, and solve issues before they become such, then this is the role for you!
You know how to create deep trust and a real partnership with the Executives you support. You foresee their needs and address those proactively, and quickly build your network with the Executive Team, Senior Managers and Stakeholders of Trans Ova Genetics and URUS.
You maintain a realistic balance among multiple priorities. You see what needs to be done and are proactive.? You can work independently on a multitude of projects and maintain discretion when dealing with confidential and sensitive matters.
Responsibilities
* Anticipate the needs of the CEO and Executive Team specific priorities and preferences, resolving operational and administrative issues before they arise
* Prioritize daily, weekly, and monthly schedules in line with upcoming deliverables and deadlines, works closely with Executive Assistants across URUS and its subsidiaries to ensure the smooth operations of the day-to-day business
* Schedules, maintains, and prioritizes executive's calendars/schedules across various time zones, international teams and external stakeholders as needed. Supports the planning and organization of administrative aspects such as agenda preparation, location, catering, logistics, audio-visual arrangements, document creation and expenses.
* Coordinates and processes domestic and international business travel arrangements which may include preparation of accurate itineraries, planning & managing logistics.
* Creates, edits, and maintains confidential, electronic, and written communication on behalf executives such as memos, reports, presentations, flow charts and organization charts utilizing Microsoft Word, PowerPoint, Excel, Outlook, SharePoint, and Teams.
* Participate in meetings, synthesize relevant information including summaries and retrospectives, and help ensure executive follow-through on key post-meeting action items, deliverables, and decisions.
* Researches, prioritizes, and follows up on incoming issues and concerns including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
* Attend correspondence on behalf of the CEO sending appropriate responses and preparing documentation
* Know when to raise issues to other team members and follow up to resolution
* Flexible and proactive in picking up other tasks or covering other needs as they arise
* Coordination of cross-company meetings and participation in URUS Executive Assistant meetings
* Administrative Responsibilities: Birthday/Anniversary Cards (Monthly), Oversite of Housing Accommodations, Social Team liaison to Executive Team (Monthly), Credit Card expense reporting (monthly) and preparing and shipping new hire documents
What you need to succeed:
* Bachelors Degree in Business Administration or equivalent experience
* Minimum of 7 years of experience managing and overseeing complex executive-level calendars, time, travel, meeting logistics, events, meetings, and catering
* Skilled in communicating effectively and concisely, internally, and externally, with senior executives, shareholders, external and internal stakeholders
* Professional, clear, and concise verbal and written communication skills, including the ability to draft correspondence and other communications with minimal direction
* Has a friendly and positive attitude and can operate calmly under pressure
* Organized but flexible, anticipates change responding efficiently and quickly, has a positive attitude towards change
* Able to maintain a high level of integrity and discretion handling confidential and sensitive information
* Independent thinking and a personal commitment to a high degree of quality in work
* Mastery of Microsoft Word, Excel, Outlook, PowerPoint, and strong skills in using Teams to manage meetings, create/organize various folders and manage files
* Occasional travel may be required to meet the needs of the business (estimated 10%)