JOB DESCRIPTION - Senior Management Assistant to Head of Wilton Lead Technologists and Head of Planning & Delivery

JOB MISSION

This position reports to the Head of Wilton Lead Technologists and Head of Planning & Delivery. We are seeking a highly motivated, self-starter who can provide effective support and organization to this Senior Executive.

PRIMARY RESPONSIBILITIES

• Manage the calendar for the Head of Lead Technologists and Head of Planning & Delivery
• Take and distribute meeting minutes as required
• Coordinate travel and expenses for Head of Lead Technologists and Head of Planning & Delivery and direct staff
• Maintain effective and cooperative professional business relationships with all levels of management, employees and outside companies
• Act as a liaison, problem solver and facilitator as the first contact for the Head of Lead Technologists and Head of Planning & Delivery and senior leaders
• Work with sector stakeholders to align budget to business needs including department expenses, business meetings, luncheons, dinners, etc.
• Manage all Staff Quarterly, and Offsite meetings which may include logistics, agendas/materials, onsite support and event management
• Maintain confidentiality of all corporate, personnel and research matters
• Independently manage multiple projects and determine priorities in a rapidly changing environment
• Assist planning of program or team celebrations
• Coordination and alignment with offices in the Netherlands and Asia
• Perform responsibilities with a high degree of discretion and initiative
• Work in collaboration with other support staff as needed to meet the business need
• Contribute to the team by living the corporate values of challenge, collaborate, care

• Bachelor's degree required

• 5 years of administrative/office support experience, prefer 2-3 years of experience at the executive level
• Experience working in matrix organizations or technical/engineering companies
• Proficiency in Microsoft Office: Outlook, Word, Teams, Excel, PowerPoint
• Experience maintaining SharePoint files and sites a plus
• Experience interacting in both digital and in-person collaboration settings

• Attention to detail and continuous improvement mindset
• Self-motivated and flexible to changing priorities
• Proactive attitude and willingness to take ownership of tasks and deliverables
• Effective team player, decisive, able to set priorities, give direction, influence without power, and be creative in managing a large and diverse range of stakeholders
• Maintains personal effectiveness and people focus under pressure, high speed of change and uncertainty
• Team player, enjoys working in multidisciplinary and multicultural teams with the ability to work independently
• Commitment to being hands on, getting things done and taking ownership

• A flexible workplace arrangement is available for remote work up to two days a week.
• Routinely required to sit; walk; talk; hear; use hands to keyboard, finger, handle, and feel; stoop, kneel, crouch, twist, reach, and stretch. Occasionally required to move around the campus.
• Occasionally lift and/or move up to 20 pounds.
• May require travel (specify domestic and/or international) dependent on business needs.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.