Executive Assistant II- Global Communications

at  KimberlyClark

You’re not the person who will settle for just any role. Neither are we. Because we’re out to create Better Care for a Better World, and that takes a certain kind of person and teams who care about making a difference. Here, you’ll bring your professional expertise, talent, and drive to building and managing our portfolio of iconic, ground-breaking brands. In your Executive Assistant role for Global Communications, you’ll help us deliver better care for billions of people around the world.
Executive Assistants at Kimberly-Clark manage access to the executive, maintain and modify the executive’s schedule, and ensures the executive is made aware of issues that need immediate attention. They provide a broad range of highly skilled and highly confidential administrative support to the executive, additional team members, and other visiting executives if needed. The incumbent must be highly organized, maintain strong interpersonal relationships at all levels of the organization, be highly detail oriented with excellent communication skills, and work independently to efficiently resolve issues.

RESPONSIBILITIES/DELIVERABLES:

• Lead by Example: As the Lead Executive Assistant II for Global Communications, work with other Sr. Executive Assistants in sharing best practices and coordination of calendars. Maintains a comprehensive understanding of department policies, procedures, and department members’ methods of operation to conduct duties and responsibilities effectively and efficiently. Sets priorities independently. Often is the point person for department requests for information, requiring knowledge of the people and roles in the organization.
• Communications Operations & Office Management: Responsible key administrative activities to support function operations, including invoice management and purchase-order set up and support and working with vendors to ensure timely submission of invoices. Manages reconciliation of a corporate credit cards for self, departmental P-card and Executive(s), working with managers/supervisors and senior management to ensure the accuracy/timeliness of expense report submission. Maintains distributions lists and distributes intra- and cross-functional/departmental communications as needed. Orders department office supplies and equipment. Prepares and submits requisitions per KC policy and procedures. Manages reconciliation of a corporate credit cards for self and Executive(s), working with managers/supervisors and senior management to ensure the accuracy/timeliness of expense report submission.
• Project, Event and Task Management: Provides a high level of executive administrative skills, normally acquired through an accredited college and/or prior work experience. This individual also handles confidential business matters, works independently on special assignments, and maintains smooth operation of the office responsibilities of the executive. Operates independently in absence of the Executives, calling on staff when required. Assists and advises the Executives of any problems arising during absence. Provide support for events and meetings, including booking hotels, travel, dinner reservations and materials creation.
• Information & Communication Flow: Answers and refers information requests via email, phone, etc to appropriate personnel. Handles highly diversified inquiries from members of the Company management, employees, and the general public. Provides courteous and efficient responses to inquiries determining from experience and training the limitations on the extent and type of information which may be provided.
• Elevate the Employee Experience: Enable Team Effectiveness through anticipating needs of the business and the Family Care Leadership team, ensuring communication tools and channels (such as distribution lists) are kept up-to-date to ensure strong team member experience through both communications and associated business rhythms.
• Schedule Management: Manages the Executive (s) calendar, responding to requests for time and rescheduling when necessary. Makes appointments, domestic and international travel arrangements, assembles packets of information and prepares materials including itineraries.
• Communications Hub: Prepares for department, staff and other meetings including creating agendas, preparing any meeting materials and or presentations, scheduling the conference space required, connecting meetings to the required technology, facilitating refreshments and may include managing the budget for these meetings and /or conferences.
• Document Management: Drafts and types non-routine letters, memos, documents, and various reports requiring knowledge of methods, procedures, policies, and organization for senior management’s signature. This material may require familiarity with commonly used business and technical expressions used by assigned function. Receives, sorts, distributes, opens, and screens incoming email, mail, and faxes. Categorizes and prioritizes response needed. Uses initiative to prepare responses for signature and to assemble background information from many sources. Summarizes lengthy correspondence, highlighting key sentences and topics. Follows up to ensure that proper and timely action is taken.

To succeed in this role, you will need the following qualifications:

• High School Diploma or GED
• 8+ years or more administrative support in a corporate environment, supporting executives at the top executive level.
• Experience arranging travel (domestic & international), meetings, catering, and general office organization.
• Proficient is Microsoft Word, Excel and PowerPoint
• Ability to multi-task in a fast-paced environment
• Advanced computer skills using Windows and Microsoft Office at an intermediate to expert level.
• Accurate typing, filing, record keeping, grammar, and spelling. Strong written and oral communication skills
• A demonstrated ability to act independently, be proactive, organize workload, set priorities, work well under deadline pressures adapt to change, and handle confidential material as well as a strong attention to detail, strong analytical and organization skills.
• Ability and willingness to work overtime on an occasional basis to meet workload demands.
• Ability to exercise independent problem solving and decision making with a high degree of initiative and self- coordination. Comfortable in a changing work environment.
• Operates in a manner that is highly professional and exercises discretion in handling confidential matters