Executive Assistant to VP, Strategy Management Office & Operation Excellence group

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Strategy Management Office, Global Business Operations

Position:
Executive Assistant to VP, Strategy Management Office & Operation Excellence group

The Executive Assistant to VP, Strategy Management Office and provides administrative and office management support to both VP and the related Operational Excellence groups. The successful candidate will be responsible for accomplishing diverse and complex administrative tasks in a fast-paced, rapidly evolving environment, while working with a broad range of internal stakeholders and senior leaders across Global Business Operations and all functions of the company.

Specific administrative assignments will include proactive and heavy calendar management, meeting scheduling, travel booking, purchase order preparation and management, group logistics, preparing/processing expense reports and supporting internal budget processes. On the office management front, duties will include stocking and ordering supplies, overseeing use of office space, including conference room booking and desk space, planning and executing in-office meals, supporting event/meeting logistics, organizing consistent data management procedures (e.g., use of One Drive, Teams, etc.),

providing on‑boarding assistance to new staff, and coordinating with corporate functions (BMS IT/AV services team, security, real estate and building management).

The scheduling piece of the role is significant and high profile, including executive and senior corporate leadership and other internal/external partners and stakeholders. The Executive Associate is expected to collaborate and cooperate with other EAs across the company to support the VP and organization effectively and should demonstrate a polished and professional demeanor in all internal and external interactions.

• Anticipate needs of manager; take appropriate steps with minimal supervision to produce accurate and timely outcomes.
• Adhere to T&E policies, including booking travel arrangements (domestic & international) and monthly reconciliation of business expenses and BMS internal corporate policies for accurate and compliant reporting of expenses.
• Ensure VP preparedness for meetings (e.g., assemble meeting materials, assisting with PowerPoint presentations, preparatory meetings with key stakeholders & pre‑reads)
• Exhibit a willingness to assist and support others in the group while balancing work demands.
• Escalate decision‑making when appropriate.
• Interface appropriately with BMS senior executives/matrix team members and collaborate effectively with both leadership team administrative staff.
• Represent team in a professional manner in engagements with internal and external organizations.
• Handle confidential information with discretion and demonstrate diplomacy/good judgment in sensitive situations.
• Prepare to adapt to constant change and quickly course correct when necessary, in a rapidly evolving environment.
• Exhibit a positive work attitude, high productivity and a collaborative approach with other employees across the company.

• Successful candidate must possess 8-10 years of administrative experience, primarily supporting enterprise and/or Finance executives.
• Bachelor’s degree preferred.
• Strong interpersonal skills in dealing with all levels of…