Executive Assistant

at  Fluke

Description
Fluke Reliability is seeking an exceptional, self-motivated, and versatile Executive Assistant. The ideal candidate must be proactive with excellent problem solving and judgment skills and be able to think and plan ahead to handle multiple requests appropriately. This role requires attention to detail, ability to meet tight deadlines, high level of flexibility, great organizational skills, strong time management, and integrity and professionalism in handling confidential information. Individual must demonstrate ability to accommodate flexible work schedule, based on the needs of management and the department. Working in different time zones is part of daily business/management.

Maximize Executive’s efficiency and priorities including booking appointments, managing executive’s to-do, and maintaining frequently changing calendar through Outlook; ensuring the Executive’s Day is organized and productive.
Coordinate all aspects of executive-level appointments, meetings, receptions, and conference calls, including the booking of rooms, ordering of food, disseminating materials for high-level meetings, working with other administrative staff, etc.
Book and/or coordinate travel arrangements including both domestic and international travel (air, ground, hotels, dining, tours, etc.) with travel management System Concur (SAP).
Prepare executives for meetings by clarifying the purpose of each meeting, preparing the agenda, pulling background materials, and preparing briefing documents. Following meetings, help coordinate additional administrative support whenever necessary, conduct follow-up tasks or activities, and ensure timely completion of commitments made.
Create and/or assist with the creation and modification of presentation materials, spreadsheets, and other various documents using PowerPoint or other software programs (partly internal companies’ software).
Serve as gatekeeper of the Executive’s time, schedules, and information while maintaining a courteous manner.
Prepare, reconcile, and track expense reports (Concur travel management system).
Partner with the Executive team and other Executive Assistants to create a seamless support environment.
Office Management for the German subsidiary with 120 employees in close coordination with the Managing Director.
Stellenbeschreibung
Fluke Reliability sucht einen außergewöhnlichen, eigenmotivierten und vielseitigen Assistentenin der Geschäftsleitung. Der ideale Kandidatin sollte proaktiv sein und über hervorragende Problemlösungs- und Urteilsfähigkeiten verfügen sowie in der Lage sein, vorausschauend zu denken und zu planen, um mehrere Anfragen angemessen und teilweise gleichgzeitig zu bearbeiten. Diese Rolle erfordert Liebe zum Detail, die Fähigkeit, enge Fristen einzuhalten, ein hohes Maß an Flexibilität, große organisatorische Fähigkeiten, ein hohes Maß an Flexibilität, starkes Zeitmanagement sowie Integrität und Professionalität im Umgang mit vertraulichen Informationen. Der Kandidat*in muss nachweisen, dass er/sie in der Lage ist, einen flexiblen Arbeitsplan auf der Grundlage der Bedürfnisse des Managements und der Abteilung einzuhalten. Arbeiten in verschiedenen Zeitzonen gehört zum Tagesgeschäft.