Office Manager​/Executive Assistant II

Office Manager/Executive Assistant II Job Description

You’re not the person who will settle for just any role. Neither are we. Because we’re out to create Better Care for a Better World, and that takes a certain kind of person and teams who care about making a difference. Here, you’ll bring your professional expertise, talent, and drive to building and managing our portfolio of iconic, ground-breaking brands.

The Office Manager/Executive Assistant II position will provide highly skilled and confidential administrative support to the Customer Vice President and their direct reports:
Chief of Staff, two Business Vice Presidents and a Senior Director. As Office Manager, the Executive Assistant oversees daily operations, manages administrative tasks, indirectly supports a team of over 75 people, and ensures a smooth workflow within the office environment.

In this role, you will:

Support the Customer Vice President and their Direct Reports by:

• Manage the leader’s day to day calendar – Scheduling meetings and other appointments. This includes setting up travel, conference rooms, and resources for the meeting.
  
  Confirms there are no scheduling conflicts and that the leader knows where they need to be and at what time.
• Assists the leader in meeting preparation for their meetings (e.g., has the PPO of the meeting, pre-reads, briefings, etc.). Assemble packets of information and materials including itineraries.
• Prepares department, staff, and other large-scale team and customer meetings including scheduling the required conference space, facilitating meals and refreshments, and managing the budget for these meetings and/or conferences.
• Has calendar access and assists in scheduling meetings or resolving conflicts.
• Works with other Executive Assistants internal and external to review calendars, provide availability and schedule meetings.
• Act as the point of contact between leaders, employees and customers, protecting the leader’s calendar and time.
• Prepares travel arrangements and takes care of all logistics.
• Monitors, tracks, and processes the leader’s expense reports.
• Acts as a liaison between the leader and Talent Acquisition team to schedule interviews for open roles.
• Works with the leader to create and send any communication on their behalf to the organization.

Supports Chief of Staff, Business Vice Presidents, and Senior Director:

• Helps with large internal and customer meetings as well as reoccurring meetings.
• Has calendar access and assists in scheduling meetings or resolving conflicts as requested.
• Works with other Executive Assistants internal and external to review calendars, provide availability and schedule meetings.
• Processes expenses and travel as requested.
• Assigned projects as requested.
• Assists in the recruiting of new hires and the onboarding process for the leader’s direct reports and their teams.

Digital Technology and Data Communications

• Orders and manages IT equipment and peripherals.
• Answers IT questions from the team and directs them to the right support.
• Works with IT support teams for on-site internet and infrastructure updates and issues.
• Recycles old IT equipment.
• Group Manager:
  Create and upkeep distribution lists and provide access to shared sites.
• Teams:
  Owns and supports Team sites. Supports local team and directs them to the right support.
• Conference Room Support. Works with the Data Communications team to keep conference room technology updated and working.
• Works with the DTS contact on the yearly contract and purchase order for the office Ricoh copiers.

Manage the Office:

• Submits and follows up on any K-C Facility Management and Real Estate requests on behalf of the leader.
• Office contact with the Landlord for building maintenance.
• Works directly with housekeeping on daily needs and problems as well as special requests such as carpet cleaning.
• Requests maintenance of K-C owned equipment with local vendors.
• Acts as a liaison with other companies within our building.
• Actively supports the KCNA Administrative Assistant team.
• Efficiently manages the use of corporate travel and purchase cards and keeps spending within budget.
• Creates purchase orders as necessary.
• Orders Samples through the Consumer and Donation…