Executive Assistant

Job Family Administration, Facilities & Secretarial

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 perform 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 set‑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 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 with 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…