Unison Executive Administrative Assistant

Job Description Summary

The Unison Executive Administrative Assistant impacts the quality of work of themselves and others on the team. The role is focused on the execution of standard enabling activities/provision of advice subject to policy and work routines within an enabling discipline. There may be some latitude in rearranging sequence to complete tasks/duties based on changing situations.

Job Description

Roles and Responsibilities

In the role of Executive Administrative Assistant, you will:  

• Support the Unison President and Leadership team
• Provide calendar, meeting, and conference management; proactively coordinate calendars, anticipate issues, etc.
• Provide a bridge for smooth communication between the leader’s office and internal departments; Able to maintain credibility, trust and support with senior management.
• Coordinate complex global travel arrangements; create travel trip itineraries; arrange for appropriate visas, transportation, lodging, and other needs while traveling; communicate with leader while traveling to ensure that they are fully informed of all issues arising; process and reconcile T&L expense accounts; print and submit/mail VAT reports, if necessary.
• Works closely and effectively with leader(s) to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Ability to be flexible and work in a fast-paced environment, deal well with ambiguity.
• Schedule, plan, and organize logistical details for in-house and off-site meetings, training, and events. This includes Staff, All Hands, Kaizen Events, Volunteer, Engagement events, and other company events & meetings as necessary.
• Maintain organizational charts and email distribution lists
• Generate letters, reports, memorandum, general correspondence, and other documents, as assigned
• Maintain discrete and confidential handling and coordination of sensitive and/or legally privileged company and personal executive information
• Prepare, track and coordinate mail and shipments for the organization
• Able to effectively acquire and maintain inventory of office supplies and equipment within budget constraints
• Helps support community responsibility events/activities
• Able to travel domestic & internationally as needed
• Assist with special projects as assigned  
• Travel up to 15%

Required Qualifications

• Bachelor's degree from an accredited university or college (or a high school diploma / GED with at least 4 years of experience in Administrative Support.)

Desired Characteristics

• 6+ years of experience in executive administration
• Strong oral and written communication skills
• Ability to document, plan, market, and execute programs
• Strong competency in Microsoft Office products
• Demonstrated experience managing international travel
• Experience working across multiple sites and functions

This role requires access to U.S. export-controlled information. Therefore, for applicants who are not asylees, refugees, lawful permanent residents or U.S. Citizens (i.e., not a protected individual under the Immigration and Naturalization Act, 8 U.S.C. 1324b(a)(3), otherwise known as a U.S. Person), final offers will be contingent on the ability to obtain authorization for access to U.S. export-controlled information from the U.S. Government.

Additional Information