ABM Industries Inc

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SR. EXECUTIVE ADMINISTRATIVE ASSISTANT

at ABM Industries Inc

Posted: 8/24/2019
Job Reference #: 56712

Job Description

The Executive Administrative Assistant supports a key member of the ABM leadership team within our main offices in Austin, Texas

Key responsibilities:

Plans, coordinates and schedules meetings, coordinates and manages logistics

Creating, transcribing, editing, proofreading, and formatting client presentations, candidate profiles, position descriptions, marketing and business development proposals, organizational charts, and general correspondence;

Plan and prepare for Executive, Board, and Committee, meetings including notices, minutes, support documentation, and accommodations.

Utilize software applications to create presentations, slide decks, graphs, and charts

Navigate various software systems to create or report information.

Coordinating calls, interview and meeting schedules, itineraries and travel arrangements

Managing expense report processing

Booking conference spaces and managing all ground and air travel logistics

Plans, coordinates and schedules department staff meetings and all hands meetings including agendas and follow up plans;

Plans, coordinates and ensures that schedules are followed and respected;

Acts in a leadership role with the HR Admin team and helps to facilitate support and coverage of the team

Serves as a member of the EA team in support of C-level executives. Works as a collaborative team member to solve issues and create excellence in the EA community.

Handles a broad variety of administrative tasks including managing an extremely active calendar of appointments, prepares correspondence that is sometimes confidential, completes expense reports, and arranges complex and detailed travel plans, itineraries, and agendas;

Communicates directly and on behalf of the assigned executive with his staff on matters related to department and company initiatives;

Coordinates smooth communications between the assigned executive and internal/external business groups and functions, demonstrating leadership to maintain credibility, trust and support with business partners;

Handles inquiries and calls from outside of the company in a manner that is respectful while maintaining appropriate confidentiality;

Researches, prioritizes, and follows up on incoming issues and concerns addressed to the assigned executive including those of a sensitive or confidential nature, and recommends appropriate course of action, referral, or response;

Prioritizes conflicting needs and handles matters expeditiously and proactively;

Follows through on projects to successful and timely completion; and

Together with other C-level Assistants, serves as a role model for the admin function at ABM.

 

High School Diploma or GED required.
Associate degree or advanced business training is preferred.
Excellent communication skills
2 years experience working directly with a HR Executive or closely related function executive team member
Ability to utilize MS Office at an above standard level
Strong sense of urgency and commitment to the meeting of deadlines
7 years of proven success in an Executive Administrative Assistant role supporting the executive level, preferably at the SVP and/or EVP  level or higher within a larger organization (10,000 employees or more)
Strong track record of professional integrity