Specialist, Executive Administrative

Position Summary:  The Executive Administrative Specialist shall provide high-level administrative support to the Executive Team by creating professional executive presentations, planning and executing on-site and off-site events and activities, assisting with senior leadership special projects, coordinating community involvement and outreach efforts, and performing executive clerical functions such as preparing correspondence, documenting meeting activity, receiving visitors, arranging conference calls, and scheduling meetings.

1. Description of Essential Job Functions:

1. Create and edit market-ready, professional presentations, reports, and communications with input from executives. 
2. Plan and execute corporate, executive, and general affairs on-site and off-site events, meetings, workshops, conferences, dinners, and activities, etc.

• Coordinate with venues, caterers, A/V teams, transportation providers, and vendors to manage logistics end-to-end.
• Act as the onsite point of contact during events and manage setup, troubleshooting, materials, budgets, timelines, attendee communications, and ensuring a professional experience from start to finish.

3. Assist with special projects, including data entry, research, and report generation, providing critical administrative support to key initiatives led by the President, the Executive Team, and other senior leaders.
4. Coordinate administrative details of Executive meetings.

• Organize and prepare meeting schedules for Executive Team.
• Represent senior-level leaders in meetings, including taking notes and recordings as needed.
• Follow-up to ensure executive meeting action items are documented, communicated, and closed by the assignee in the timeframe required. 

5. Support administrative needs of the Executive Team, including handling general clerical tasks, booking flights, accommodations, transportation, and managing itineraries. Provide occasional coverage to front desk reception, including greeting visitors, managing incoming calls, and handling correspondence. Handle highly sensitive and confidential information
6. Proactively identify and implement process improvements to streamline administrative tasks and improve efficiency for the leaders and departments being supported. 
7. Plan and coordinate community involvement and outreach events and activities.
8. Maintain professional and technical/product knowledge by attending educational workshops, reviewing technical/specialty publications, and participating in professional associations.

2. Supervisory Responsibilities:
   • None

3. Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

• High School Diploma or GED required.
• Bachelor’s degree in business administration, communications, marketing, or relevant field preferred. 
• 3-5 years of experience in similar roles or industry.

• Experience using business email and messaging services, such as Microsoft Outlook, Microsoft Teams, Office at Hand, etc.

Computer Skills

• Advanced/Intermediate skill level with Microsoft Office Suite; Word, Excel, Project, and PowerPoint preferred.
• Strong design and formatting skills to create polished and engaging presentations.
• Experience using graphic design and interactive tools in multimedia presentations such as brainsharks, videos, etc.

Certificates, Certifications, Licenses, Registrations:

• None.

Other Skills, Abilities, or Competencies:

• Maintain a strong work ethic.
• Excellent time management skills.
• Positive attitude and high level of enthusiasm.
• Requires demonstrated poise, tact and diplomacy.
• Ability to anticipate needs and proactively address issues.
• Ability to work independently and with minimal direction.
• Ability to design and edit graphic presentations and materials.
• Ability to compile effective and concise visual reports and graphs.
• Dedicated to conduct oneself in a professional manner at all times.
• Experience with managing complex calendars and travel arrangements.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Proven commitment to exceptional job performance with a keen attention to detail.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent skills in planning, organizing, coordinating, and prioritizing work duties and projects.
• Ability to organize personal workload, prioritize activities, and accomplish tasks under deadline pressure.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Requires excellent oral and written communication skills with the ability to adapt to different communication styles and audiences.
• Ability to professionally communicate with people inside and outside the organization and positively represent the organization to customers, the public, and other external entities.

Other Qualifications, Experience, or Requirements:

• Requires a valid motor vehicle operator’s license and the ability to operate a motor vehicle while carefully observing all traffic rules and regulations.

• Work beyond the traditional 40 hours per week may be required as workload or projects dictate, including weekends and holidays.

We are the ASSA ABLOY Group
Our people have made us the global leader in access solutions. In return, we open doors for them wherever they go. With nearly 63,000 colleagues in more than 70 different countries, we help billions of people experience a more open world. Our innovations make all sorts of spaces – physical and virtual – safer, more secure, and easier to access. 

As an employer, we value results – not titles, or backgrounds. We empower our people to build their career around their aspirations and our ambitions – supporting them with regular feedback, training, and development opportunities. Our colleagues think broadly about where they can make the most impact, and we encourage them to grow their role locally, regionally, or even internationally.

As we welcome new people on board, it’s important to us to have diverse, inclusive teams, and we value different perspectives and experiences.