Executive Assistant

Provide organizational and administrative support of a complex and confidential nature. This role combines the responsibilities of an executive assistant, with a focus on supporting the Vestas Executive Leadership team organization's day‑to‑day coordination and office logistics. Interfaces with high level internal and external stakeholders and performs assignments of a sensitive nature requiring a high degree of self‑direction, discretion, and professionalism.

• Complete a broad variety of administrative tasks for the Vestas Executive Leadership team and guests; including and not limited to managing an active calendar of appointments, composing and preparing correspondence that is sometimes highly confidential, arranging travel plans, itineraries, expense reporting, and agendas, and compiling documents for travel‑related meetings. Organizing meetings will include booking conference rooms, ordering and setting up meals, cleanup, take and distribute minutes from meetings when requested.
• Assist with new vendor set‑up, create purchase requisitions for POs as requested.
• Assist with managing calendars, including scheduling meetings, travel arrangements, and expense reports.
• Provide back‑up support to the Executive Operations Manager and assist the President as requested.
• Assist in completing expense reports for several Vestas Executive Leadership team members as requested.
• Coordinate and manage the logistics for important customer visits, including meeting room setup, hospitality arrangements, and maintaining long‑term relationships through effective communication and reliable service.
• Process confidential and critical information on a routine basis with discretion, support documents and presentations, and cross‑functional work in support of team needs.
• Create high‑level and dynamic presentations (PowerPoint), spreadsheets, etc. as requested.
• Support creation, coordination, and development of attendees, logistics, and execution of yearly events calendar.
• Plan and organize social events, celebrations, and team‑building activities to promote a positive and collaborative work environment.
• Keep a watch for any unsafe conditions and, if needed, take immediate action to make it safe for everyone.
• Provide back‑up support to the receptionist as requested.
• Serve as the visible face of the company to important customers and visitors, conducting tours and introducing them to key staff members.
• Greet visitors, handle their inquiries, and ensure they have a positive and professional experience from the moment they arrive.
• Receive new employees and assist them with various tasks including and not limited to ordering equipment as requested, building access badges, parking, escorting them to their assigned floor/neighborhood, office tour to include first‑aid area, and the stairwells for emergencies.
• Sort all the incoming mail and packages to the appropriate person or department.
• Provide daily mail services support to all employees including and not limited to express shipping labels, USPS registered mail, international mail, postage, and packaging.
• Maintain the supply area organized, clean, and fully stocked with mail and office supplies.
• And all other duties as assigned.

• High School diploma or equivalent; bachelor's degree.
• Ten (10) years of previous administrative experience.
• Intermediate to advanced skills with Microsoft Office (Excel, Word, PowerPoint, and Outlook).

Concur, SAP, and/or Ariba are a plus.

• Skilled in writing, editing, proofreading, and verbal communication.
• Ability to manage multiple competing and complex priorities.
• Demonstrated commitment to regular, reliable onsite attendance five days per week, with a high standard of punctuality and reliability.
• Effective interpersonal skills, highly organized, and detail oriented.
• Work with minimal direction and be able to exercise judgment, creativity, and a methodological approach.
• Ability to constructively manage conflicts.
• Must have the ability to adjust style to different cultures and backgrounds.
• Demonstrated ability to manage multiple, simultaneous, complex tasks and to meet deadlines.
• Keen interest in learning new skills and knowledge.
• Commitment to…