Title:  Executive Administration D

Job Title: Executive Assistant 

Job Code: 27654

Location: Palm Bay, FL. – This is an onsite role

Schedule:  9/80 Every other Friday off.

The Role:

To provide assistance and support to the IMS Segment executive staff.  

Primary responsibilities include, but are not limited to:

• Provide comprehensive administration support to IMS executives, exercising confidentiality and diplomacy, supported by an understanding of the strategy and priorities of the organization.
• Proactively organize calendar schedules, email and the day-to-day support of the executives.
• Support with organizing events, meetings, workshops and any away day communication, invites, room setup, support preparation of material etc.
• Be part of a highly collaborative and supportive team of Executive Assistants that work together across the wider IMS segment executive team.
• Be aware of changes and development within all parts of the organization and to support communication plans to convey these to the teams.
• Coordinate and book domestic and international travel arrangements, visas, and accommodation requirements and ensure arrangements in place well before departure. Trouble shoot issues as they arise.

• Process and ensure the accuracy of expenses, submit all expense reports timely and inform of any anomalies, and manage any suppliers' invoices submitted that require approval.
• Support work on projects involving collaboration internally and externally for example, being the contact person in relation to agreed Facilities projects, such as desk moves and in organizing events. Take the lead to initiate, chase up, escalate, and ensure deadlines are met.
• Build and maintain strong working relationships with a broad range of stakeholders from different business units, functions, sectors, segments and CHQ.  
• Manage and resolve queries, taking accountability for specific tasks.
• Support administration when required for note taking, group meetings and general support if needed.
• Reception management and oversight, including new hire coordination, as needed.
• Support general office duties with the other segment administrative staff (ordering supplies, delegation support for other ES’s, etc.…)

Essential experience:

• 8 or more years’ experience in an executive support in a corporate environment
• Driven and resourceful to manage own workload, with flexibility to prioritize and deliver against deadlines with minimal supervision.
• Remains resilient and reliable under pressure
• MS Office skills at intermediate or advanced level

• Excellent communication and organizational skills with high attention to detail
• Experience of effectively arranging travel, producing accurate itineraries and a good judgement on how to optimize traveler’s time.

• A professional manner and the confidence to interact across the business.

• Apply discretion and maintain confidentiality.