Executive Administrative Assistant

at  CooperVision

The Executive Assistant provides high level support to and partnership with their senior executives. Acts as an extension to the executives in all aspect of communication, planning and coordination inside and outside the company. Responsibilities include planning and executing on areas such as global travel, global calendar management, global event management, procurement activities, special projects, and administrative tasks, on behalf of their executives. She is also responsible of all the facility management activities, including office supplies, kitchen supplies, building maintenance, etc. This role requires a strong capacity for autonomy, good judgement, decision making and personal accountability. The Executive Assistant role requires extensive detail orientation and solid organizational and project management skills, to meet tight deadlines while juggling multiple critical requests and projects across our regional teams.
CooperVision is a global leader in the contact lens industry, dedicated to helping improve the way people see every day. Achieving that goal takes the collaboration of team members with wide-ranging skills; from scientists and researchers, to manufacturing and operations experts, to sales and marketing professionals.
At CooperVision, our effort to improve lives begins with our employees. We are committed to developing people as a key global differentiator and our most important asset. We empower employees to succeed, rewarding great thinking and hard work with competitive pay, comprehensive benefits, and with a special focus on wellness. Our commitment to our core values and a diverse, inclusive, employee-centric culture fuel a deeply engaged, high performing organization.

CooperVision employees pride themselves on being proactive, innovative, flexible and friendly. That’s a strong reflection of our corporate culture—and part of the reason CooperVision may be a great workplace for you.

• Bachelor’s Degree in Business Administration, Public Relations, Communication, or a related field.
• Minimum of 10 years of proven experience as an Executive Administrative Assistant, preferably in multinational companies or high-level executive environments.
• Excellent verbal and written communications skills in English and Spanish.
• Fluent and advanced English.
• Superior organizational and project management skills.
• Ability to communicate effectively and efficiently while maintaining flexibility and composure.
• Ability to build relationships with all levels of the organization.
• Ability to multi-task and establish priorities.
• Global travel logistics experience: experience with Concur is a plus.
• Proactive and willing to take on new challenges.
• Flexible to changing priorities and able to adjust to them quickly.
• Advanced skills in Microsoft Office software, including Outlook, Word, Excel and PowerPoint.
• Normal office environment.
• Prolonged sitting and using a computer.
• Able to work in a global/multi-time zone environment.
• Occasional domestic or international business travel as required to support international meetings (5% = 3 weeks per year).
• Proactively anticipate needs and identify ways to build capacity and create efficiencies for executives he/she supports, with our business priorities in mind.
• Act as a conduit between regional leadership and local leadership teams and other senior executives, across many communication channels, while upholding a high level of integrity and discretion in handling confidential information as well as professionalism in communication of that information.
• Building and maintaining strong relationships with people at all levels, inside and outside of the organization.
• Coordinate, manage and anticipate complex calendar and schedule, including coordination with their teams, cross-functional stakeholders, and external business partners.
• Track and help drive completion of key deliverables and follow up on outstanding items.
• Plan and arrange all business travel and itineraries for executive (global and domestic).
• Manage expense report coordination and submission.
• Create or tailor routine and non-routine correspondence, memorandums, presentations, and reports.
• Manage and execute projects and tasks quickly with little to no guidance, react with appropriate urgency, problem solve and take effective action, often with limited information.
• Supporting the executive in every facet of leading their business functions. Miscellaneous administrative tasks and projects, as needed.
• Planning and preparing logistics for company and functional team/department meetings and events, including but not limited to, securing and negotiating a venue, making all travel arrangements, calendar invite coordination, catering, audio/visual, attendee management, print development, shipping & packing event materials, on-site registration, post-event procedures and any other logistical coordination required.
• Arrange travel itineraries for offsite meetings.
• Problem solve travel and logistic issues as they arise.
• Manage and track expenses budget for events.
• Manage and track multiple project deliverables and timelines.
• Serve as POC with Finance, working with vendors, processing contracts and invoices.
• Provide support and follow up on assigned project deadlines with executives and their direct staff members.
• Assisting with onboarding of new employees (office/cube, IT & telephone set up) and agendas.
• Maintain department meeting minutes and ensure follow-up on action items as requested by executives the role supports.
• Maintain Intranet pages for relevant functions.
• Take care of facility management responsibilities, including maintenance, coffee and office supplies.
• Planning and preparing office events for the Mexico office over the year.
• Support on Latin America Sales Conference as part of the organization committee as required.

CooperVision is a global leader in the contact lens industry, dedicated to helping improve the way people see every day. Achieving that goal takes the collaboration of team members with wide-ranging skills; from scientists and researchers, to manufacturing and operations experts, to sales and marketing professionals.
At CooperVision, our effort to improve lives begins with our employees. We are committed to developing people as a key global differentiator and our most important asset. We empower employees to succeed, rewarding great thinking and hard work with competitive pay, comprehensive benefits, and with a special focus on wellness. Our commitment to our core values and a diverse, inclusive, employee-centric culture fuel a deeply engaged, high performing organization.
CooperVision employees pride themselves on being proactive, innovative, flexible and friendly. That’s a strong reflection of our corporate culture—and part of the reason CooperVision may be a great workplace for you

Please refer the Job description for details