Job Description

Join a dynamic and fast-paced environment where you will play a pivotal role supporting executive leadership. Benefit from working in a large, well-established company with a collaborative culture and opportunities to coordinate high-impact projects and events.

Primary Services is excited to announce the role of Executive Assistant for a prestigious client in the energy infrastructure industry. This position supports the Vice President and the Tax department by managing communications, calendar scheduling, and event coordination to ensure seamless daily operations. You will collaborate with other executive assistants and senior management, serving as a key organizational resource within a global, complex environment.

Responsibilities:

• Coordinate and monitor the VP’s calendar to avoid conflicts and anticipate scheduling changes.
• Manage communication, correspondence, and timely preparation of reports and presentations for the VP and department.
• Organize management meetings and departmental events, both onsite and offsite.
• Prepare expense reports for the VP and direct reports accurately and on schedule.
• Facilitate onboarding and offboarding processes for departmental employees.
• Supervise administrative tasks including mail distribution, office supplies management, and departmental distribution lists.
• Generate and track maintenance and IT requests, liaising with relevant departments to ensure timely resolution.
• Act as office manager by overseeing office plans and supplies, while promoting a positive and collaborative team environment.
• Assist with budget planning and support ad hoc projects as needed.
• Comply with all site safety policies and report anomalies promptly to the VP.
• Perform additional duties assigned to support the VP and senior managers in the Tax department.

Qualifications:

• Bachelor’s degree preferred.
• Minimum 5 years of administrative experience, including at least 2 years supporting executive leadership.
• Proficiency in Microsoft Word, Excel, and PowerPoint; SAP experience preferred.
• Proven ability to manage complex calendars and arrange domestic and international travel.
• Experience in event and meeting planning.
• Excellent written and verbal communication skills.
• Strong prioritization and time management skills, with the ability to handle multiple projects simultaneously.
• Demonstrated ability to maintain confidentiality in a professional setting.
• Experience working in an international or cross-cultural environment is an advantage.

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