Executive Assistant

Executive Assistant

Xylem is seeking a highly organized and proactive Executive Assistant to provide high-level administrative support to five top-level executives. This role is based out of our Charlotte, NC Enterprise Collaboration Hub and plays a critical part in enabling executive productivity and team coordination.

The ideal candidate is resourceful, tech-savvy, and thrives in a fast-paced, dynamic environment. This position requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities with professionalism and discretion.

Executive Assistant Key Responsibilities :

• Travel Coordination :
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
• Ensure travel plans align with company policies and executive preferences.
• Provide timely updates and resolve travel-related issues as needed.
• Expense Report Management :
• Prepare, submit, and track expense reports for multiple executives.
• Ensure accuracy and compliance with company reimbursement policies.
• Liaise with finance teams to resolve discrepancies or delays.
• Meeting & Event Facilitation :
• Coordinate logistics for large meetings, including securing meeting space, catering, and AV needs.
• Manage complex calendars to identify optimal meeting times across multiple stakeholders.
• Prepare agendas, distribute materials, and ensure follow-up actions are tracked.
• Professional Communication & Stakeholder Engagement :
• Prepare and edit documents and presentations.
• Communicate professionally with internal and external stakeholders.
• Recommend process improvements.

Executive Assistant Qualifications :

A bachelor's degree in business administration or proven experience as an Executive Assistant or similar role supporting senior leadership. Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and calendar management tools. Excellent communication and interpersonal skills. Ability to handle confidential information with discretion. Strong organizational and time-management abilities.

Preferred Skills :

Experience with expense management systems (e.g., Concur, SAP). Familiarity with virtual meeting platforms (e.g., Teams, Zoom). Ability to work independently and anticipate executive needs.

Work Environment :

Hybrid schedule - depending on executive needs. Occasional travel may be required.

Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.

At Xylem, you'll not only contribute to solving water issues but also have the chance to make a difference through our paid Volunteer Program, Xylem Watermark. We prioritize our employees' well-being through inclusion and belonging as well as our Employee Resource Groups (ERG). Proud to be an Equal Employment Opportunity (including disability and veterans) and Affirmative Action workplace, Xylem fosters an inclusive environment free from discrimination or harassment.

Please note that the information in this job description outlines the general nature of the position and is not an exhaustive list of duties. Xylem is dedicated to providing reasonable accommodations to enable all employees to perform their essential job functions. We reserve the right to modify this job description and assign additional duties as needed. Embrace the opportunity to be part of Xylem's transformative journey in shaping the future of water technology!