POSITION TITLE:  Executive Staff Assistant

POSITION SUMMARY:
Provide administrative support to the Executive, their direct reports, and total team.

RESPONSIBILITIES:
CALENDAR MANAGEMENT: 
•    Manage scheduling and coordination of meetings, team meetings, and individual meetings across all time zones for Executives with a clear sense of urgency and accuracy
•    Take ownership for ensuring prioritization is clear and executed against
TRAVEL & EXPENSES:
•    Reconcile and approve invoices and all expenses in a timely manner meeting expense deadlines
•    Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc.
•    Take ownership for ensuring travel & expense challenges are addressed and acted on in a timely manner
COMMUNICATION & DOCUMENTATION:
•    Prepare requested presentations and other forms of communication to internal and external Business Partners
•    Update confidential reports/materials as directed & create/prepare materials for key meetings 
•    Handle proprietary and non-routine information with confidentiality
•    Understand and execute against priorities, where not clear seek to understand
•    Build and maintain positive relationships with leadership, peers, and associates
PRIORITIZATION & TIME MANAGEMENT
•    Ability to work in a fast-paced and deadline-oriented environment
•    Ability to juggle multiple executives’ schedules and deliverables
•    Able to prioritize tasks/requests in order to meet deadlines with critical attention to detail
•    Proactively communicate with team to ensure they are aware of timelines and conflicting priorities
•    Flexibility to work outside of U.S. time zones is sometimes required due to leader’s travel schedule or international partners
GENERAL RESPONSIBILITIES:
•    Support with International Market Weeks on a quarterly basis
•    Manage Timekeeping in Kronos & PTO calendar for hourly associates on team
•    Manage building guest access portal
•    Support senior leaders with administrative tasks, such as but not limited to: IT tickets, new hire set ups, meeting room bookings, distro management, etc.
•    Order necessary supplies/samples for department
•    Other projects and responsibilities as assigned
•    Flexible hours to stay as needed. Ability to work with ease and efficiency in high activity work environments
•    In person/in-office collaboration is required, the frequency of such in-person/in-office collaboration (e.g., portion of week, entire week) is dictated by business needs
•    Able to work in a hybrid environment, meaning that some work may be performed remotely but certain essential functions must be performed in-person/in-office based on the needs of the business.
QUALIFICATIONS
•    Associate’s or Bachelor’s degree or commensurate experience required
•    5+ years previous  experience supporting Executive Leadership in a high touch capacity preferred 
•    Experience booking & managing extensive international travel schedules as well as visa applications
•    Experience with Concur & Ariba preferred or similar expense systems
•    Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills
•    Strong verbal and written communication skills
•    Proven ability to work in a multi-cultural environment 
•    Demonstrated collaborative skills and ability to work well within a team
•    Ability to work in a fast-paced and deadline oriented environment
•    Self-motivated with critical attention to detail, deadlines and reporting
•    High degree of proficiency Google Workspace & Internet applications

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, and MOUNTAIN, LTD., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.