Job Description:
Job Title: Executive Assistant/Office Manager
Location : Stamford, CT (2-3 days a week onsite) (Or within a 60-mile Radius)
Type: Contract (C2C/W2/1099)
Client: Direct Client
***Must haves (Required): 7+ years as an executive assistant, 2 of these years’ candidate should also have Coupa/Supplier Management experience, supporting senior level executives in a corporate environment and a minimum of 4 years of experience working with Microsoft Outlook, PowerPoint, Word, Excel and Outlook.
Overview
Role Summary/Purpose
In this role you will provide administrative support services to four of Senior Vice Presidents within the Finance organization, including the Chief Accounting Officer, Tax Director, CFO Home & Auto, and Head of Consumer Bank. The ideal candidate must have strong organizational, interpersonal, communication and computer (Microsoft Office) skills, and the ability to handle confidential information and work in a fast-paced, ever-changing environment.
Essential Responsibilities:
- Interact with employees, customers, and outside advisors in a professional and efficient manner
- Effectively use computer and company software programs with strong emphasis on Microsoft Word, PowerPoint, Excel, Outlook (for appointments/email), Microsoft Teams, Nitro Pro, Coupa and AMEX Global Business Travel for T&E
- Proactive planning & creating meetings and managing busy and complex calendars (including frequent calendar shifts), continuing to ensure accuracy of attendees, meeting locations, materials etc.
- Arranging for complex travel plans and events and prepare/reconcile T&E and Purchase Card reports; Travel (book on-line flight reservations and coordinate all travel/meeting logistics)
- Process statements of work, purchase orders, and invoices, ensure timely vendor payments and support supplier management through our Coupa system
- Proactively anticipate and communicate potential issues, propose solutions and have close attention to detail
- Clear and effective communication with leaders and effective prioritization of tasks
- Coordinate activities and meetings, planning for on-site and off-site events; includes coordination with outside parties
- Ensure documents are posted accurately and timely in preparation for meetings/conference calls
- Attend staff/team meetings as required
- Maintain calendar for staff and department activities.
- Assist in prioritization of items
- Perform other duties and/or special projects as assigned
Qualifications/Requirements:
- 7+ years in an executive administrative role
- Minimum of 2 years of experience supporting senior level executives in a corporate environment
- Minimum of 4 years of experience working with Microsoft Outlook, PowerPoint, Word, Excel and Outlook
- Minimum of 2 years of experience working with supplier management software like Coupa
- Strong organizational skills and possess the ability to handle multiple projects
- Strong attention to detail
- High level of integrity, confidentiality and self-confidence
- Clear, concise and articulate communication skills (verbal & written)
Desired Characteristics:
- Supplier management and accounts payable experience
- Excellent communication and interpersonal skills
- Strong problem-solving and critical thinking skills with a passion for excellence
- Demonstrative initiative, ability to work independently and must be a team player
- Ability to accept responsibility and handle confidential information
- Excellent proficiency of Microsoft Outlook, PowerPoint, Excel and Word
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