Executive Assistant, Global Industries

The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the SVP of Global Industries office. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast-paced environment and possess excellent judgment. S/he will be required to be available during regular business hours, and on limited occasions- evenings/weekends- depending on the Executive travel schedule.

Responsibilities:

• Handle confidential information in a professional and discreet manner. Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
• When necessary, assists with office management activities including, ordering food and supplies, room set-up, cleaning of cubes, etc. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Manage external contacts for Executive, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events. On own initiates process/composes correspondence/develops reports for Executive and his/her team
• Completes special projects as requested.
• Maintain distribution lists and manage the dissemination of communications to the global HR team
• Manage the daily schedule of Executive, ensuring that s/he knows Executive’s schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary
• Responsible for ordering equipment for new hires & determining system access. Support the onboarding process for new employees to the department.
• Act as the lead in preparation for internal department meetings. This includes tracking, monitoring and following the progress of open action items, drafting the agenda, setting the timetable and owners for material preparation, producing a final draft of presentation/communications, and producing accurate minutes at each meeting.
• Anticipate the needs of the Executive and act accordingly.
• Ability to anticipate the Executive's needs and proactively bring together appropriate people and resources to support the Executive in addressing issues.
• Process and maintain expenses for Executive and VP’s of the department.
• When the Executive facilitates meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings.
• Manage Executive & VP’s travel arrangements and proactively coordinates the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations.
• Act as the Executive’s representative and ambassador to external constituents as directed. Codes departmental invoices.

Key Skills, Requirements and Competencies:

• Must be flexible to be in the Boston office as needed
• Mature, energetic with a ‘let’s roll up our sleeves’ attitude.
• Highly proficient in the following software programs: (Word, /Excel/PowerPoint, databases).
• Extensive experience in administrative preparation of presentations.
• Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment
• Ability to stay focused, efficient, and effective in managing multiple priorities.
• Professional demeanor and ability to defuse emotional situations in a calm manner.
• Proven ability to work independently to achieve accomplishments.
• Minimum 5 years or equivalent work-related experience supporting C-level or SVP Executives.
• Demonstrated ability to handle confidential information appropriately.
• Strong interpersonal skills and good judgment.
• Ability to provide after hour and flexible support a must.
• Excellent written and verbal communication skills.
• Ability to communicate effectively with all levels of employees and outside contacts.
• Experience working in an International arena a plus.
• Bachelor’s degree or equivalent experience.

US: Iron Mountain is an equal opportunity employer, and does not discriminate on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, marital status, age, sexual orientation, disability, veteran status or other legally protected classifications under applicable federal, state, or local laws in making employment decisions.