AS Executive Assistant HQ

Division: · Headquarters

Project Location(s): · New York, NY 10001 USA

Minimum Years Experience:

Travel Involved:

Job Type: · Regular

Job Classification: · Experienced

Education:

Job Family: · Administrative Support

Compensation: · Salaried Exempt

Position Description: Provide senior executive level administrative services for company headquarters’ executive leaders.

Essential Duties & Key Responsibilities:

• Provide senior executive level administrative services for company headquarters’ executive leadership.
• Provide professional customer service and positive interactions while serving as primary point of contact with everyone who corresponds with executive leadership, including clients, higher level executives, or Executive Assistants (EA) from other companies.
• Maintain appropriate confidentiality in all matters.
• Communicate appropriate level of information to preserve security and escalate concerns.
• Manage and maintain daily activities for senior executive. Forecast, plan, and manage executive’s calendar including preparing daily itineraries and agendas, and corresponding logistics.
• Monitor executive leader’s emails, escalate urgent matters, conduct follow up and provide prompt responses on behalf of executive leader.
• Make travel reservations for executive and communicate trip itinerary with appropriate internal stakeholders in advance of business travel
• Keep informed of organizational-wide key projects and business concerns and apply knowledge of business operations in support of executive leaderships’ decision-making and attainment of business goals and initiatives.
• Partner and collaborate with other EAs to create inclusiveness, clear communication, trust, sense of community and camaraderie, and engage in team support as needed.
• Apply critical thinking and problem-solving skills to daily activities and keep executive apprised of office operations, related issues, and/or changes as appropriate.
• Active attendance in Executive Leadership Team (ELT) meetings to record highlights and manage items and activities requiring follow-up.
• Prepare executive summaries, reports, presentations, perform research on external meeting participants (e.g., bios, articles); assemble documents in support of executive leadership’s commitments.
• Partner with executive leadership and their EAs to plan and execute Senior Leadership Meetings and events.
• Function as primary contact and complete items requiring executive electronic signature, use only with documented authorization from senior executive.
• Maintain list of active Notary Public commissions and manage corporate seal with discretion.
• Collaborate with Environmental Health & Safety (EH&S) for safety-related matters.
• Participate in opportunities to lead in headquarters’ initiatives and activities.
• Establish Standard Operating Procedures (SOP) for role in partnership with ATAC (Advocates for Turner Admin Committee) Team (Advocates for Turner Admin Committee) to contribute innovative ideas and share great practices for continuous improvement and effectiveness and share for use by entire job family.
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.
• Manage and serve as champion for Administrative Services (AS) job family in designated location.
• Serve as Development Partner (DP) for employees within AS job family.
• Other activities, duties, and responsibilities as assigned.

Qualifications:

• Bachelor’s or Associate’s Degree from accredited degree program required, with minimum of 15 years of relevant executive level services experience or equivalent combination of education and/or experience
• Administrative Certification, desired
• High standards of accountability and integrity, maintain confidential information, and exercise discretion
• Excellent interpersonal communication, professional presentation, and persuasion skills to confidently engage and influence at senior levels; engage with clients at all organizational levels
• Approachable, proactive, positive, and professional
• Professional communication with advanced business writing, editing and proofreading skills
• Strong ability to prioritize responsibilities for self and executive leader
• Proactive follow-up practices and capable of managing competing projects, events, and tasks with demanding time frames
• Politically savvy and perceptive to address work demands and issues
• Excellent critical thinking skills, use sound judgment to assess conflicts and solve problems
• Event and meeting planning skills
• Agile mindset, champion of innovation and lean culture concepts, able to apply continuous improvement principles and methods

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile, and the employee occasionally travels both short and long distances via a variety of conveyances. The employee may occasionally perform work on-site at construction work sites, office locations, and/or off-site venues. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting. The noise in the work environment is usually quiet to moderate in an office setting. While performing the duties of this job, the employee may occasionally work at construction work sites where the employee is exposed to moving mechanical parts, high precarious places, fumes, or airborne particles, outside weather conditions, and risk of electrical shock. The noise in the work environment is usually moderate to loud. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.

Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.