Hybrid Executive Assistant & Office Manager en IMCD Group B.V.

Executive Assistant & Office Manager

Executive Assistant & Office Manager

COMPANY BACKGROUND   
IMCD is a leading global distribution partner and formulator of specialty chemicals and ingredients. An entrepreneurial group founded IMCD in 1995 in the Netherlands. Our vision to transform the distribution industry by continuously adding value to the supply chain through expertise and innovation, is what still drives us today.  

Today, we have operations in over 50 countries, where we successfully combine local knowledge with global expertise to obtain sustainable results. IMCD is a strong, innovative business partner and accelerator of solutions for suppliers and producers of consumer, industrial and durable goods in diverse business sectors. Our commercial excellence and solid operations structure facilitate healthy growth. 

The Executive Assistant provides advanced clerical and administrative support to company executives, reporting directly to the President of the America’s organization. Support activities include but are not limited to managing daily schedules, scheduling and prioritizing meetings, booking domestic and global travel, arranging dealer/customer visits, and assisting with local, virtual and off-site meetings as needed. This role is primarily office based with flexibility for remote work based on travel and meeting schedules.

This role is a hands-on role that both owns and performs the work required to ensure the flow of activities and communications supporting the President’s role. Critical in executing our day-to-day action planning, providing high touch internal executive support, and supporting executive activity coordination, this role presents a unique opportunity for a highly driven person with a well-rounded skill set. The ideal candidate will have a solid grasp of the inner workings of executive level teams, confidential and time sensitive activities, and will be both willing and eager to take on a variety of tasks. This role uses analytical and process acuity to help deliver timely, high-quality outcomes. The role entails cross-functional collaboration, solution-oriented collaboration, an affinity for details, and strength in execution.

Successful candidates will be responsible to:  
Coordinate and/or arrange meetings, conference calls, web presentations, and travel schedules while resolving conflicts and projecting the near future schedule
Manage travel arranging travel, proactively checking transit status (flight and train for delays), outlining ‘travel time’ in calendars, providing driving directions, checking-in leaders for departures, notifying impacted parties (accompanying team members for meetings and those the executive will be traveling to meet) of delays, and coordinating travel along with other administrative support colleagues to include consolidating travel when applicable
Present executive with suggestions to help leverage their time, on at least a quarterly basis
Support executive’s internal and external deliverables, by organizing tasks, tracking deadlines as well as parties responsible for completing components, providing reminders, and offering to take on work needed and remove obstacles to ensure deadlines are met
Partner with senior leaders to provide email screening, to include but not be limited to: create mailbox organization, draw attention to time-sensitive emails, remove spam, track deliverables, and respond with the leader’s scheduling availability
Provide partnership support for Group office Executive Assistants with incoming Group Executive visits to the United States (e.g. travel, lodging, event/activity coordination, etc.)
Facilitate clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders included
Gather material from various sources to create first drafts of presentations and documents, which may be used internally and/or externally, ensuring the materials are aligned with the IMCD brand
Use various software programs to create dashboards, mail merges, administer surveys, manipulate formats to best fit the data to be presented, add signatures, and other relevant to role digital tools, as requested
Gather and disseminate materials and information at least 48 hours prior to meetings/calls
Produce bios and photos of external leaders visiting for the first time, as needed
Assist with administrative projects affecting executive team and role, such as audits, feedback, administrative responsibility assessments, etc.
Serve as executive’s approving delegate in expense and travel tools to review, approve, decline, and respond to submissions requesting additional information necessary to consider approval, using the guidelines established by the executive/s, as requested
Provide event support as needed, by way of creating drafts of materials, communicating with presenters, budget tracking, researching, coordinating shipping to and from facilities as well as partnering to coordinate catering and other vendors as requested
Coordinate meetings, catering, conferences, workshops, and various other events (e.g. holiday, retirement, recognition), both large and small, on and off site as needed
Partner with internal event managers to gather and track event cost estimates as well as estimates for charitable contributions, gaining the budget owner’s approval, and then, submitting upcoming expenditures centrally for pre-authorization prior to incurring costs or submitting pledge contributions
Cross-train fellow administrative assistant/s to ensure the majority of the administrative support needs can be met when fellow assistants on the team are out of the office
Gather receipts to prepare weekly expense reports, reconcile monthly travel expenditures
Manage and coordinate all aspects of space utilization, acting as the main point of contact for space, facilities, maintenance and general site upkeep
Manage servicing of equipment to ensure support of the office’s needs
Support the Human Resource department:
Applicant Tracking System Administration
Scheduling, candidate tracking, phone screening, posting management
Headhunter contract support (e.g. file management, payment tracking)
Basic HR administrative support (e.g. position descriptions, file management)
Assist with planning, organizing, announcing and arranging new colleague onboardings
Deliver general office productivity (faxing, scanning, mailings, draft letters, order supplies)
Complete additional special projects as assigned
In all cases, bring a mindset of personal responsibility for getting things done

Skills:
Online Research Skills - Ability to conduct research, discerning the validity/relevance of material
Expediting Goal Achievement - Adept at moving conversations forward toward an end goal, while keeping stakeholders engaged and content with the pace of progress
Facilitating Meetings - Well versed in leading productive meetings/calls, encouraging collaboration, building consensus, establishing deliverables, and designating parties responsible for execution
Interpersonal Skills - Strong interpersonal skills to handle sensitive situations and confidential information, exercising discretion and ability to determine key stakeholders
Judgment - Position continually requires demonstrated poise, tact, diplomacy, and good judgment
Competency Working Independently - Ability to multi-task and prioritize workload in a fast-paced environment, operating independently under limited supervision
Time Management – Capable of gauging time needed for tasks as well as the discipline and quick thinking needed to determine where to focus work efforts
Attention to Detail – Consistently produce high quality work with minimal to zero errors
Adaptability – Ability to thrive in an environment with frequent changes, requiring sound decision making skills under limited supervision
Work Wisely - Possess the competence to assess the amount of work which should be invested in a task, based on the task’s value and yield

Required Qualifications:
Associates degree or 3 years of relevant experience in Administrative and/or Management roles
Strong PC skills in word processing, spreadsheet analysis
Strong organizational, communication and time management skills to deal with both internal and external customers
Ability to perform detailed analyses and problem solving
Deadline-driven, detail oriented, conscientious, and able to multitask
Communicate effectively with a variety of contacts, including senior management
Proficient with Microsoft Office suite including Word, Excel and PowerPoint
Able to identify, analyze and solve relevant business problems in a timely manner
Able to operate effectively in a fast-paced work environment, manage competing demands and deal with potential changes, delays, or unexpected events
Able to operate with a high degree of autonomy and, at the same time, comfortable to follow instructions, respond to management direction and solicit feedback to improve performance
Able to read and write the English language sufficiently to understand, articulate and create effective and error free instructions and communications
Flexible to work an occasional evening or weekend
Authorized to work in the U.S. without sponsorship now or in the future

Desired Qualifications:
5-10 years business administration experience in a fast-paced, professional setting, with project experience 
Deadline-driven, detail oriented, conscientious and able to multi-task
Strong organizational skills and the ability to develop strategic plans
Able to prioritize and complete multiple concurrent initiatives
Able to communicate effectively with a variety of contacts, including senior management, and business associates
High degree of proficiency with Microsoft Office suite including Word, Excel and PowerPoint
Able to identify, analyze and solve relevant business problems in a timely manner
Able to prioritize and plan, use time efficiently and develop realistic action plans

Competencies:
Business Acumen
Previous experience booking global travel
Problem Solving/Analysis
Customer/Client Focus
Communication Proficiency
Teamwork Orientation

Supervisory Responsibility:
This role does not have any supervisor responsibility

Work Environment
This job operates out of a home/professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Position Type/Expected Hours of Work
This is a full-time position and the hours of work and days are Monday through Friday from 8 a.m. to 5 p.m., unless otherwise directed. Additional hours will be required during certain times of the year including but not limited to budget, month end, and year end.

Travel
Limited travel is expected for this position, approximately 10%.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

IMCD Offers 
If you want to make a real difference and work for a growing and expertise-driven company, then we’d love to hear from you. We’re looking for people who are experts in their field, be it technical, commercial, or managerial. By joining IMCD, you’ll be part of an entrepreneurial, fast-growing group of ambitious and like-minded professionals, where you’ll have the freedom to make your own mark. We are committed to delivering value and acting responsibly. As we grow, we keep our founders’ entrepreneurial spirit intact, creating a world of opportunity. As a truly international company, we have a presence in cities including Singapore, Melbourne, Milan, Cologne, Paris, Zurich, Los Angeles, São Paulo and Toronto. Our Group Office is in Rotterdam, the Netherlands and our shares are traded on the Amsterdam Euronext market, where we are part of the large cap AEX index.