We have an opening for an executive assistant. The Executive Assistant supports a key member of the ABM leadership team within our office in Cleveland, Ohio. Performs administrative duties for executive management. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, outside clients and vendors. Sensitivity to confidential matters may be required.
Plans, coordinates and schedules meetings, coordinates and manages logistics
Creating, transcribing, editing, proofreading, and formatting client presentations, candidate profiles, position descriptions, marketing and business development proposals, organizational charts, and general correspondence;
Plan and prepare for Executive, Board, and Committee, meetings including notices, minutes, support documentation, and accommodations.
Utilize software applications to create presentations, slide decks, graphs, and charts
Navigate various software systems to create or report information.
Coordinating calls, interview and meeting schedules, itineraries and travel arrangements
Managing expense report processing
Booking conference spaces and managing all ground and air travel logistics
Plans, coordinates and schedules department staff meetings and all hands meetings including agendas and follow up plans;
Plans, coordinates and ensures that schedules are followed and respected;
Acts in a leadership role with the HR Admin team and helps to facilitate support and coverage of the team
Serves as a member of the EA team in support of C-level executives. Works as a collaborative team member to solve issues and create excellence in the EA community.
Handles a broad variety of administrative tasks including managing an extremely active calendar of appointments, prepares correspondence that is sometimes confidential, completes expense reports, and arranges complex and detailed travel plans, itineraries, and agendas;
Communicates directly and on behalf of the assigned executive with his staff on matters related to department and company initiatives;
Coordinates smooth communications between the assigned executive and internal/external business groups and functions, demonstrating leadership to maintain credibility, trust and support with business partners;
Handles inquiries and calls from outside of the company in a manner that is respectful while maintaining appropriate confidentiality;
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the assigned executive including those of a sensitive or confidential nature, and recommends appropriate course of action, referral, or response;
Prioritizes conflicting needs and handles matters expeditiously and proactively;
Follows through on projects to successful and timely completion; and
Together with other C-level Assistants, serves as a role model for the admin function at ABM.
High School Diploma or GED required.
Associate degree or advanced business training is preferred.
Excellent communication skills
2 years experience working directly with a HR Executive or closely related function executive team member
Ability to utilize MS Office at an above standard level
Strong sense of urgency and commitment to the meeting of deadlines
7 years of proven success in an Executive Administrative Assistant role supporting the executive level, preferably at the SVP and/or EVP level or higher within a larger organization (10,000 employees or more)
Strong track record of professional integrity