PURPOSE OF THE JOB
Recruiting an Executive Assistant to be a core part of the Central Solutions Team, responsible for ensuring administrative duties to support a Vice President/General Manager and his Senior Management team within the Automotive Go-To-Market organization to ensure processes are performed efficiently and effectively to meet the needs of the business stakeholders.
DUTIES & RESPONSIBILITIES
Organizes travel and processes claims for expenses: Flights & Hotel etc (using the CWT system)
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating calls
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
Agenda reviews on a weekly base for the next coming week
Interacts with Customers and Partners re planning and logistics
Any other tasks: specific actions for instance: collecting the registration for a specific events, manage reminder calls, track attendance, etc Running of the online crowd/registration - sourcing event regularly
Manages and maintains stakeholder required communication strategies
Acts as a key liaison point between the senior managers and other key parties, setting up meetings as appropriate and maintaining good communications
Is able to deal with sensitive information with discretion and to maintain confidentiality at all times
Any other duties as may reasonably be required, consistent with the grade of the post
Able to work independently
Capable of adapting to change , prioritise and multitask
Proving excellent time management skills
Well organized and capable of working towards tight deadlines
Customer and detail oriented
Working well under pressure and meet tight timescales
Taking ownership of issues through to resolution
Fast decision maker
Strong knowledge of powerpoint and Excel and Word
PROFILE / SKILLS
Excellent oral and written communication skills
Good planning and organizational skills
Innovative and able to plan an event from zero
Forward thinking and proactive attitude
Building effective relationships
Experience of working in virtual teams
Be able to facilitate and also lead discussions or negotiations with different parties involved in the event
Responsible and professional
Basic Project Management Skills
An open minded, energetic person
Provides administrative/clerical support to a function, group or customer base. Supports an SVP or below.
Spends less than 20% of time providing administrative support to relieve managers and staff of administrative and clerical details. Spends more than 80% of time on special projects. Projects may include equipment management, training new hires on policies and procedures, project coordination and logistics, documentation and collateral coordination, liaison to Human Resources, create administration manuals. May participate in operational task forces. May analyze basic spreadsheet models and track projects.
Works on assignments that are complex in nature where considerable judgment and initiative is needed in resolving problems and making recommendations. Exercises judgment within defined procedures and practices to determine appropriate action. Normally does not receive work instructions, may determine methods and procedures on new assignments and may supervise other administrative employees. Ability to work in a dynamic fast paced environment. Knowledge of spreadsheet applications. Demonstrated strong organizational skills. Proactive and resourceful. Self-motivated. Proficient in desktop applications such as MS Word, Excel, PowerPoint, email messaging tools, etc. BA/BS degree or equivalent. 2 - 4 years of related experience.
Oracle is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability and protected veterans status or any other characteristic protected by law.
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