Executive Administrative Assistant

Live Your Passion. Add Your Magic.

At Montage International, we are doing something different, something exciting and it takes passionate people to bring our vision to life. We have built a culture that leads with the important notion we live by every day; do what you love. If this resonates with you, we look forward to receiving your application.

We welcome applicants with disabilities and provide reasonable accommodations as needed to our applicants. Please discuss with our hiring managers during our selection processes.

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SUMMARY

Montage International is seeking an Executive Assistant to provide administrative support to the Executive Vice President, Chief People Officer and the Corporate People & Learning team with professionalism and confidentiality. This role will include a wide variety of complex and confidential administrative functions, handling multiple projects with accuracy and proficiency. This role will provide exposure to all aspects of Human Resources and will present an opportunity for learning, growth and development for a motivated individual.

ESSENTIAL FUNCTIONS

Job duties include, although are not limited to:

Provide administrative support to the EVP, Chief People Officer: proactively manage calendar with attention to detail and anticipate conflicts, arrange travel, process expense reports in a timely manner, process and store confidential documents, create presentations, track project deadlines, maintain organized shared files.

Organize, Track and file company legal invoices

Oversee and track company People contracts

Manage corporate travel and accommodation arrangements.

Handle highly confidential information and documents with discretion and confidentiality.

Manage daily work processes through multiple information systems and provide support

Gather, analyze and process qualitative and quantitative benchmark data

Works closely with Accounts Payable team to create purchase orders, submit incoming vendor invoices for payment, and identify the proper budget allocation for the Department

Create, log, and update the Department’s current policies and procedures

Respond to government reporting requests on the Company’s behalf (Department of Labor, EEOC, etc.)

Develop and maintain positive relationships within the business and social community

Act as a comprehensive support function to the Department for ad-hoc tasks and future organizational projects

Handle Office procurement, inventory management, and negotiate with suppliers.

Schedule orientations and travel arrangements for all new corporate associates

Coordinate accommodations, catering and transport for our staff when necessary

Perform other duties as assigned

QUALIFICATIONS

3-5 years’ experience in a senior administrative support role

Bachelor's degree (preferred) in business, organizational development, human resources, psychology or related field

Exposure to and understanding of the human resources function

Advance skillset in Microsoft Office applications

Proven experience and success in an environment where exposure to highly confidential information and data was commonplace

Track record of demonstrating high degree of discretion and sound judgment

Ability to interact with associates (at all levels) in a fast-paced environment sometimes under pressure, remaining flexible, proactive, resourceful and efficient with a high level of professionalism

Exceptional interpersonal skills for positive and effective communication (written and verbal) with a diverse population

Strong customer service orientation

Must be proactive, resourceful, and a problem-solver. Someone who can “think on their feet” without need for heavy supervision

Extremely organized and efficient in planning, prioritizing and executing a complex workload

Experience in an executive/ corporate office environment

Must be flexible to adapt to changing business needs and/or ad hoc projects

Must be adept at multi-tasking and managing multiple priorities in a fast-paced environment

Technology experience preferred - Certify, Birchstreet, Microsoft office suite.

PHYSICAL REQUIREMENTS

Most work tasks are performed indoors. Temperature is moderate and controlled by environmental systems. Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required the rest of the working day. This may include traveling to and from meetings. Length of time of these tasks may vary from day to day and task to task. Must be able to exert well-paced ability to reach other departments on a timely basis. Must be able to lift up to 15 lbs. occasionally. Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity. Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates.

In the United States we are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

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