The Executive Assistant preserves the Sr Vice President’s time and promotes the business’ image by representing the Sr Vice President internally and externally.
The role is designed to make the leader more effective in daily operations, strategic planning, and decision making. Besides providing superior support in a variety of complex administrative tasks, this role involves strong program management capability and ability to work closely with the Vice President’s teams abroad.
Key to the role is the effective management and use of a standard project framework and operating system including Management Operating System (MOS), Rolling Action item List (Rail) and Communication.
The position requires highest degree of professional conduct and protection of confidential, sensitive business and personnel information received and generated.
This position reports to the Garrett Head of Executive Administration
MANAGEMENT OPERATING SYSTEM
Determine and be responsible for the VP's annual agenda, support MOS effectiveness in synch with key corporate deliverables
Lead end to end the VP’s MOR. Collect, consolidate business inputs and priorities, determine meeting agendas including attending staff meetings, managing rail, drive accountability and closure around actions, right and fast.
Coordinate key corporate business reviews and processes for the function, namely Annual Operating Review, STRAP and Management Resource Review to assure timeline and milestones are met while facilitating constant communication flow within the functions involved till due dates and final revisions with the President and CEO
INTERNAL - EXTERNAL COMMUNICATION MANAGEMENT
Serve as key interface with the Office of the President and CEO, with Garrett LT, with VP's direct reports, corporate functions and customers as required
Be contact point for the VP’s internal and sensitive communication, functional town halls,
messages and announcements originating from the VP’s organization.
BUSINESS TRAVEL PLANNING
Be responsible for end to end highly complex domestic and international travel organization
Coordinate and develop itineraries and agendas, schedule, flights, book other transportation, arrange lodging, meeting accommodations, fulfill visa requirements.
Prepare travel requests & expense reports
Handle the organization of specific meetings as well as off-site and on-site special events, team buildings, R&R events
TS ADMIN TEAM CONTRIBUTION AND PARTNERSHIP
Be active part of Garrett Extended Leadership Team’s Executive Administrators group by contributing to team requirements in support of the business needs and supporting up to 10% of Head of Executive Administration as needed.
This work will include strong collaboration and partnership with assistants in same location and abroad and support for assistants during time away from the office also required.
Have an active role in driving and maintaining best conduct, ethics and practices in all aspects of office management, working process improvement projects and rotational duties
GENERAL ADMINISTRATIVE DUTIES
Manage purchase orders, requisitions into Garrett’s systems such as Ivalua, order IT devices, business cards, office supplies and other clerical duties
Personal assistance limited to setting appointments for car service and tyre change except for expats
where closer support will be provided in liaison with Global Mobility Service during the during the relocation phase.