EXECUTIVE ADMINISTRATIVE ASSISTANT

Job Title : Executive Administrative Assistant

Location : Dallas, Texas, Hoya Vision Care Headquarters

Reports To : Eduardo Martins, President, Hoya Vision Care, North America

Job Summary

We are seeking a proactive and detail-oriented Executive Administrative Assistant to provide support to our Executive team, primarily the President of Hoya Vision Care, North America.

This role involves a diverse range of responsibilities, including administrative support, travel arrangements, expense management, and meeting coordination.

The ideal candidate will possess excellent organizational skills, strong communication abilities, and a thorough understanding of executive support functions.

Key Responsibilities

Global Budget Approval Process Support

Answer questions and provide backup support as needed

Research and calculate repayment amounts, draft repayment letters, and prepare supporting documents

Create and submit requests for approval

Act as NA Gatekeeper by entering, submitting for pre-reviewing submissions before Global Approval

Administer Pre-Review submittals and manage the push to Global Approval

Address questions and provide guidance related to these processes

Executive Calendar Management / Calendar Maintenance :

Update and maintain the Executive's calendar for internal and external meetings, tracking and updating time off, and travel

Schedule and coordinate NA Monthly Meetings

Schedule and coordinate Quarterly Leadership Meetings

Coordinate events and time off for Leadership team including communication of availability

Travel Support :

Leverage Egencia to book, cancel, and reschedule travel for President and occasionally other Executives and guests

Resolve travel-related issues with Egencia

Collaborate with Travel Coordination Leader on travel-related questions and problems

Review and approve travel arrangements for direct reports and others as needed

Expense and Certification Management :

Leverage Certify to Approve expense statements on behalf of President

Assist with expense statements for other Executives as needed

Work with Expense Coordination Leader to address any questions or issues related to expenses

Check and approve Purchase Orders (Jaggaer), Local Budget Approvals (SM Apply), and Global Approvals (Flowlites)

Meeting Coordination :

Ensure conference rooms are booked, prepared and organized based on meeting requirements

Order and maintain inventory levels of meeting and office supplies

Coordinate catering and manage clean-up of meeting spaces

Daily Tasks :

Review and approve daily requests and submissions

Check, sort, and distribute mail; twice per day, delivery management and coordination for pick up, storage and returns

Monitor restrooms and restock supplies as needed in partnership with Purchasing

Restock refrigerators in designated areas

Coordinate and ensure resolution of maintenance issues

Monthly Tasks : CXO Templates :

CXO Templates :

Update CXO templates, send update requests, and send reminders to appropriate personnel

Agenda / Minutes :

Send reminder emails to the monthly Agenda / Chair and minutes taker regarding their responsibilities

Meeting Scheduling :

Schedule and arrange quarterly offsite leadership meetings, including invites, banquets, offsite dinners, and activities

Office Supplies :

Manage the office supply room, clean and organize it, and collaborate with purchasing to manage unused toner cartridges

Qualifications : Education :

Education :

High school diploma or equivalent required; associate's degree or higher preferred.

Experience :

Proven experience as an Executive Assistant or in a similar administrative role

Familiarity with office management systems and procedures

Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant software

Skills :

Interpersonal Skills :

Negotiation and Diplomacy : Ability to handle sensitive or confidential information with discretion and to negotiate with suppliers / vendors or stakeholders diplomatically.

Analytical Skills :

Data Analysis : Ability to analyze data, generate insights, and present findings in a clear and actionable manner.

Leadership Skills :

Team Leadership : Capability to lead or manage small teams or coordinate cross-functional projects when required.

Cultural Competency :

Global Perspective : Understanding of and sensitivity to cultural differences, especially when interacting with international stakeholders or teams.

Adaptability :

Change Management : Ability to adapt to changing priorities and work environments, and to manage multiple responsibilities effectively.

Problem-Solving :

Critical Thinking : Strong problem-solving skills to address unforeseen issues and provide proactive solutions.

Additional Requirements :

Ability to work flexible hours as needed

Capacity to handle a high volume of tasks with accuracy and efficiency