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Executive Assistant, Strategy & Operations

Date: Mar 5, 2019

Location: Stamford, CT, US

Company: HARMAN International

Requisition Id : 115018 

Additional Work Location(s) ​​​​​:  

Position Summary:

This position will perform administrative support to the VPs of Strategy and Operations, using advanced office skills and knowledge of the organization's policies and procedures.  The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision.  This person will also provide back up support to the Receptionist and Office Assistant.

 

This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting senior executives in a fast paced, global environment.  The ability to interact with staff (at all levels) in a fast paced environment, under pressure with changing priorities and deadlines, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.  Excellent written and verbal communication skills, strong decision making ability and attention to detail are equally important.

 

Supervisory Responsibilities:

 

This position does not have any direct or indirect reports. 

 

Job Responsibilities:

  • Scheduling domestic and international travel arrangements; ability to expedite passports, visas, welcome letters and other international entry rules. 
  • Managing Outlook calendars; including the coordination of complex executive meetings
  • Providing WebEx, videoconference and teleconference support
  • Preparing and tracking travel and entertainment expense reports
  • Answering phones and taking messages as needed
  • Handling all general administrative duties for the department including faxing, copying, scanning, mailings, invoice processing and reconciliation
  • Prepare and compose basic correspondence, reports, and memorandums from instructions of the supervisor, using more advanced features in several computer programs such as word processing, spreadsheet, and graphic softwares.
  • Prepare internal and external presentations through several refinement cycles into final document form for review, including quarterly BOD presentation and operation reviews
  • Maintaining organization charts
  • Coordinate department meetings/ event planning to support team effectiveness and engagement
  • Assist with projects and/or special requests
  • Supporting executive productivity and effectiveness by providing logistical and tactical support (eg, document management, working with IT on technical support needs, etc.) as needed

 

As the backup to the Receptionist and Office Assistant:

  • Answers incoming calls for the location ; processing them quickly, efficiently and courteously.
  • Greets and announces visitors.
  • Coordinates receiving, logging and dispatching of express packages and envelopes.
  • Helps with meeting room scheduling and catering.
  • Coordinates facilities requests
  • Helps monitor and maintain the general office supplies and kitchen/coffee station supplies
  • Pick up and distribute daily mail
  • Handle FedEx and UPS shipments; both received and those being shipped out. 
  • Assist with the set-up and clean-up of boardrooms for meetings

 

Basic Qualifications:

  • Bachelor’s degree preferred
  • 3+ years’ experience at a global organization supporting senior executives
  • Advanced knowledge of MS Office, including Word, Excel, PowerPoint, Sharepoint and Outlook 
  • Experience assisting management with the creation of PowerPoint presentations and Excel spreadsheets
  • Excellent organizational skills, including experience creating and maintaining filing systems
  • Outstanding verbal and written communication skills and polished demeanor
  • Superior attention to detail
  • Demonstrated ability to work independently, manage competing priorities and meet tight deadlines
  • Ability to remain flexible and adaptable in a rapidly changing environment
  • Outstanding service orientation and willingness to help wherever support is needed in the office
  • Technical aptitude with the ability to engage in a variety of project work.
  • Ability to maintain official documents and records, recognizing confidentiality of sensitive information.

 

 

Preferred Qualifications & Desired Competencies:

 

Leadership: Demonstrate character, clarity, courage and commitment to high-performance

  • Build environment of trust, high performance and engagement by establishing clear goals and a commitment to feedback, development and recognition

 

Change Orientation: Champion a better, faster and simpler way of doing things

  • Apply original thinking and continuous improvement to processes, products, systems or services and manage change to better serve customer needs

 

Collaboration:  Connect, engage and communicate with others

  • Encourage open expression of ideas; communicate effectively at all levels and build strong relationships

 

Judgment: Make sound decisions

  • Demonstrate critical thinking to take appropriate risk and make sound and timely decisions

 

Results-Driven: Deliver extraordinary results

  • Take initiative to achieve superior, quality results against internal or external standards of excellence

 

Eligibility Requirements:

  • Willingness to work in an office in Stamford, CT
  • Any offer of employment is conditioned upon the successful completion of a background investigation and drug screen.

 

HARMAN (harman.com) designs and engineers connected products and solutions for automakers, consumers, and enterprises worldwide, including connected car systems, audio and visual products, enterprise automation solutions; and services supporting the Internet of Things.  With leading brands including AKG®, Harman Kardon®, Infinity®, JBL®, Lexicon®, Mark Levinson® and Revel®, HARMAN is admired by audiophiles, musicians and the entertainment venues where they perform around the world. More than 25 million automobiles on the road today are equipped with HARMAN audio and connected car systems. Our software services power billions of mobile devices and systems that are connected, integrated and secure across all platforms, from work and home to car and mobile. HARMAN has a workforce of approximately 30,000 people across the Americas, Europe, and Asia. In March 2017, HARMAN became a wholly-owned subsidiary of Samsung Electronics. HARMAN is an Equal Opportunity /Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or Protected Veterans status.  HARMAN offers a great work environment, challenging career opportunities, professional training and competitive compensation. Looking for a challenge where your experience is valued? Come see what you can achieve as a leader with HARMAN!  (www.harman.com)

 


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