About the role
Calendar Management and Meeting Logistics Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President [CVP]). Aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities). Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, troubleshooting audio-video [AV] and technical issues). Gathers, prepares, and provides meeting materials (e.g., agendas, briefings, pre-reads). Uses judgment and knowledge of business context to identify and provide delegates for meeting conflicts as needed, makes decisions around prioritization and keeps manager informed. Collaborates with peers (e.g., Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes. Engages with leader and stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources [HR]) to cascade information as needed. May attend meetings and/or ensure follow-up as needed. Manages ambiguous situations. Continues to build and leverage network across organizations to enable their team and leader's work. Serves as a liaison between executives and teams. Gathers information from partners across organizations (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams. Communicates with external partners/audiences and third parties. Contributes to their organization's culture by participating across
the team and division. Develops and shares best practices and insights. Collaborates and coordinates with stakeholders to set up events, as needed, and manages supplier and business relationships end to end. Supports development of workback schedule, promotion, and necessary checkpoints. Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting (may include software licenses. Contributes to and oversees planning, tracking, maintenance, and adjustment of equipment and inventory. Executes meeting cadence around the ROB of the leader. Supports continual implementation and flexibility of the ROB by partnering with peers (e.g., Chiefs of Staff) and gathering feedback. Coordinates large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and advocating for appropriate space for their team. Collaborates with others to design and plan room layouts, including furniture, technology, and equipment needs/assembly. Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group. Executes on logistics of agenda (e.g., building agenda and expectations, briefing leader, sharing information with countries). Facilitates communication across stakeholders ahead of travel. Ensures required documents (e.g., immunization records, visas) are obtained for international travel. Manages and ensures compliance with relevant US Travel Tax Tool. Leads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self reflection during challenging situations. 7+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management. Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience. 4+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others. 5+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
