Executive Assistant

Job Description

To assist driving the business forward by acting as the administrative assistant for the BIS Infrastructure leadership team.

This role is intended to remove administrative burden from the BIS Infrastructure leadership team, freeing them up to focus on "mission critical" or "high impact" activities. This requires close collaboration with the leadership team to define priorities and determine the best way to get the necessary tasks completed.

Time & Calendar management is crucial - owning the leadership team's schedules, protecting zone times, and preparing materials for meetings.

Another critical piece of this role is to act as a Follow Up Manager within the BIS Infrastructure team. In the course of business growth and strategy execution, there are a myriad of tasks that are required to be completed by the team. Consistent follow up of open tasks is proven to drive business growth.

Act as a meetings facilitator for designated meetings

Send around Outlook invitations and manage attendee coordination

Prepare agendas in consultation with leadership team

Attend meetings and capture action items and follow-ups

During meetings, compile meeting minutes, prepare task lists and circulate documents after the meetings

Track completion of assigned action items

Support onboarding logistics for new team members

Assist with company events, meetings, and or off-site coordination

Administration of calendars

Schedule meetings per request

Resolve scheduling conflicts

Coordinate across departments and time zones

Protect executive focus time when appropriate

Project Assistance

Assist leaders as needed

Prepare Documents, Presentations and Spread sheets

Support reporting and data organization

Maintain organized digital filing systems

Expense Reports

Assist leaders with expense reports, as requested

Team Assistance

From time to time some of the team may need Administrative Assistance. This could be anything from creating binders for presentations to event or training coordination.

Travel Support

Coordinate business travel arrangements such as flights, hotels, and itineraries

Provide private travel support as requested

Manage on-site visit logistics for customers or partners

Compliance, Security & Credential Tracking

Track and manage employee badging requirements for various projects

Oversee and track security clearance processes including applications, renewals, and record keeping

Maintain confidentiality of sensitive records

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

Minimum 5+ years of Executive Leadership Administrative Assistance

Customer Service Background

Office Management

Must have a High School Diploma, Degrees in Business preferred

Customer Service Focus - Internal / External

Must have EXCELLENT written and verbal skills.

Must have and exude and extremely high level of task / project ownership

Must be able to demonstrate excellent organizational & critical thinking skills

Must have a high sense of urgency

Must be able to demonstrate ability to effectively communicate at all levels

Must be able to demonstrate strong attention to detail

Must be socially skilled

Must be able to demonstrate excellent task and time management skills

Trustworthy with confidential information

Must have excellent proficiency with the primary Microsoft Office Suite

Remote Meeting Technology Experience (Zoom, Microsoft Teams, Skype, WebEx)