Senior Executive Assistant Job at Axalta Coating Systems
Job Description:
Overview
Axalta Coating Systems is a leading global manufacturer, marketer and distributor of high performance coatings systems. With over a 150-year heritage in the coatings industry, Axalta is known for manufacturing high-quality products with well-recognized brands supported by market-leading technology and customer service.
Over the course of the Company's history, Axalta has remained at the forefront of the industry by continually developing innovative coatings technologies designed to enhance the performance and appearance of customers' products, while improving the customer's productivity and profitability. Axalta's diverse global footprint of 50 manufacturing facilities, four technology centers, 47 customer training centers and more than 14,000 team members allows the Company to meet the needs of customers in over 130 countries. Axalta serves its customer base through an extensive sales force and technical support organization, as well as through approximately 4,000 independent, locally-based distributors. The Company's scale and strong local presence are critical to its success, allowing leverage of the technology portfolio and customer relationships globally while meeting customer demands locally.
Axalta operates its business in two operating segments Performance Coatings and Transportation Coatings, serving four end markets, including Refinish, Industrial, Light Vehicle and Commercial Vehicle, across the following four regions North America, EMEA, Latin America and Asia-Pacific.
Axalta Coating Systems is a leading global manufacturer, marketer and distributor of high performance coatings systems. With over a 150-year heritage in the coatings industry, Axalta is known for manufacturing high-quality products with well-recognized brands supported by market-leading technology and customer service.
Over the course of the Company's history, Axalta has remained at the forefront of the industry by continually developing innovative coatings technologies designed to enhance the performance and appearance of customers' products, while improving the customer's productivity and profitability. Axalta's diverse global footprint of 50 manufacturing facilities, four technology centers, 47 customer training centers and more than 14,000 team members allows the Company to meet the needs of customers in over 130 countries. Axalta serves its customer base through an extensive sales force and technical support organization, as well as through approximately 4,000 independent, locally-based distributors. The Company's scale and strong local presence are critical to its success, allowing leverage of the technology portfolio and customer relationships globally while meeting customer demands locally.
Axalta operates its business in two operating segments Performance Coatings and Transportation Coatings, serving four end markets, including Refinish, Industrial, Light Vehicle and Commercial Vehicle, across the following four regions North America, EMEA, Latin America and Asia-Pacific.
Primary Responsibilities
This is a hybrid role, working a minimum of 3 days onsite in Glen Mills, PA, with flexibility to work up to five days onsite, only as needed. This Executive Assistant role will serve as the Administrative first point of contact for the Chief Executive Officer (CEO) of Axalta Coating Systems and will work directly with other C-level executives in an administrative capacity. This is a high visibility role both internally and externally requiring exceptional communication capabilities both verbally and written, as well as, an impeccable professional demeanor, collaborative style, exceptional analytical skills, an understanding of the needs of high level executives, an ability to anticipate issues before they arise and manage all calmly and with sophistication.
The EA must have the ability to maintain the utmost confidentiality and work under pressure maintaining professional composure yet focused on execution. Much of the day-to-day work will center on prioritizing inquiries, making global travel arrangements, completing expense reports, scheduling meetings, calendar management and effectively managing the flow of incoming information insuring it is routed effectively and efficiently. This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. They will serve as a liaison to the Board of Directors and senior management team, organizing and coordinating meetings and overseeing special projects.
Under limited supervision, must be able to prioritize and manage time wisely and effectively. This individual will provide a broad range of administrative support and must be resourceful and professional. The specific daily activities may include, but are not limited to, the following
- Works closely and effectively with the CEO to keep him well-informed of upcoming commitments and responsibilities, following up appropriately. Acts as the “barometer” having a sense for the issues taking place in the environment and keep the CEO updated.
- Prioritizes conflicting needs; handles all matters expeditiously, proactively and follows through on projects to successful completion often with deadline pressures.
- Represents CEO internally and externally to key constituents; provides a bridge for smooth communication between the CEO’s office and internal departments.
- Utilizes a PC, MS Office Software and related software and technology to accomplish assignments.
- Receives and responds to routine correspondence following established procedures not requiring management review.
- Manages and maintains daily calendars and resolves scheduling conflicts, schedules various meetings and appointments.
- Proactively improves processes and systems as necessary, provides leadership for Admin group to ensure they work together cohesively and use the same processes and tools
- Acts as a mentor and coach to others within the Admin group.
- Arranges complex and detailed global travel arrangements, detailed itineraries, and agendas (including international air, hotel, car, etc.) for the client base.
- Reconciles and maintains expense records, statements, and invoices.
- Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Creates and distributes meeting agendas and minutes.
- Maintains file documents appropriately while ensuring compliance with records management requirement.
- Creates and maintains Excel and other databases and organizational charts.
- Supports department-related work including meeting preparation, planning, scheduling and processing purchase requisitions.
- Schedules and manages use of conference rooms as needed.
- Participates in project-based work as needed, while focusing on the coordination and prioritization of appointments and business obligations, managing calendars (Outlook), expense management (Concur).
- Manages the receptionist position and provides assistance as needed, to front desk operations to include but, not limited to answering phones, accepting packages and other deliveries, lunchtime relief, greeting and signing in visitors/guests
- Acts as an administrative liaison to the Board of Directors and manages Board activities which include coordinating Board dinners/lunches/receptions, arranging hotel accommodations for out-of-town Board members and processing travel reimbursement requests
- Other duties as assigned.
Minimum Requirements
To be considered for this opportunity, the individual must possess the following experiences and attributes
To be considered for this opportunity, the individual must possess the following experiences and attributes
- High school diploma required, associate’s or bachelor’s degree preferred
- 10+ years related experience supporting similar Executive level leaders
- Excellent attention to detail
- Excellent references from other Executives
- Must possess exceptional verbal and written communication skills and executive presence
- Demonstrated ability to effectively manage confidential information to the highest standards
- Demonstrated ability to effectively work with both internal and external stakeholders under time pressures
- Experience with interacting and working members of the Board of Directors
- Ability to work in a fast-paced environment and ability to be agile, prioritize and organize work under tight deadlines and changing priorities
- Ability to anticipate needs and proactively source/find solutions
- Ability to work collaboratively with others and as part of a team as well as individually without direct supervision
- Analytical skills using excel and related project work preferred
- Advanced proficiency in MS Office including PowerPoint, Word, Excel, and Outlook (Ex scheduling, managing multiple calendars/email boxes, meeting tools) with previous work experience with internal travel and expense systems
- Tech-savvy
- Ability to work in the office as needed to support the CEO, with a minimum of 3 days a week (to include Monday and Thursday)
Our Company:
Axalta has remained at the forefront of the coatings industry by continually investing in innovative solutions. We engineer technologies that protect customers’ products – whether they are battling heat, light, corrosion, abrasion, moisture, or chemicals – and add dimension and beauty with colorful finishes. We have a vast and ever-evolving portfolio of brands primed to play an important part in everything from modernizing infrastructure around the world to enabling the next generation of electric and autonomous vehicles.
Axalta operates its business in two segments: Performance Coatings and Mobility Coatings, which serve four end markets, including Refinish, Industrial, Light Vehicle and Commercial Vehicle, across North America, EMEA, Latin America and Asia-Pacific. Our diverse global footprint allows us to deliver solutions in over 140+ countries and coat 30 million vehicles per year. We’ve recently set an exciting 2040 carbon neutrality goal, in addition to 10 other sustainability initiatives, and we take pride in working with our customers to optimize their businesses and achieve their goals.
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