What you’ll do:
Position Overview:
The Eaton Supply Chain Department is seeking an experienced Executive Assistant to provide support to the Vice President Global Procurement as well as Vice President level leaders within the team. While you will handle the more customary administrative responsibilities such as travel arrangements, calendaring, expense reports, filing, coordinating group meetings, etc., you will also be responsible for tasks such as supporting knowledge management. The successful candidate will be someone who is proactive, has a passion for customer service, is extremely efficient, highly organised and comfortable multi-tasking and juggling a number of priorities. This position will interact locally and internationally with Corporate, the Divisions and the Functions.
Job Responsibilities:
The Eaton Supply Chain Department is seeking an experienced Executive Assistant to provide support to the Vice President Global Procurement as well as Vice President level leaders within the team. While you will handle the more customary administrative responsibilities such as travel arrangements, calendaring, expense reports, filing, coordinating group meetings, etc., you will also be responsible for tasks such as supporting knowledge management. The successful candidate will be someone who is proactive, has a passion for customer service, is extremely efficient, highly organised and comfortable multi-tasking and juggling a number of priorities. This position will interact locally and internationally with Corporate, the Divisions and the Functions.
Job Responsibilities:
- Complex time-zone calendar management for the Vice President Global Procurement and the Vice President International Procurement Office/Global Indirect, with attention to detail, conflict resolution, alignment to priorities and coordination of commitments.
- Schedule and coordinate meetings and events (e.g. catering orders, video conference coordination, other logistics).
- Conduct event planning and execution which includes co-ordination for visiting Supply Chain leadership management, acting as host and first point of contact in the run up to, and during site visits.
- Manage expense reports and coordinate domestic & international travel for the Global Procurement leadership team (including itineraries, passports, visa’s, etc.).
- Work on operational matters such as expense reporting, signature collection & organizational charts.
- Prepare documents, presentations and spreadsheets; organise files and retrieve documentation (both electronic and hard copy) in compliance with legal and regulatory requirements, Eaton’s policies and business needs.
- Create, organize and maintain efficient workflow processes in terms of projects and assignments.
- Partner and network with other administrative assistants in order to manage calendars, obtain information, and solve problems.
- Coordinate / support other ad-hoc business-related projects across all Supply Chain business functions as required, including continuous improvement initiatives.
- Represent the Global Procurement Department with trust and professionalism as a key member of the team.
- Build and maintain trusted relationships with members of Global Supply Chain Leadership team and senior executives at all levels of the company.
- Provide administrative and technology support effectively utilising the current version of Microsoft Office products such as Outlook, PowerPoint, Excel, Word and other software packages such as Microsoft Teams and SharePoint.
Qualifications:
Qualifications
- Minimum of 5 years administrative experience working with executive level leaders in a global business.
- Advanced knowledge using Microsoft productivity tools in Office 365 including Outlook, Word, Excel, PowerPoint.
- Experience using Concur, Microsoft Teams, SharePoint, OneNote, or similar collaboration tools.
- Must be legally authorised to work in the Ireland without Company sponsorship now or in the future.
Skills:
Position Criteria
- Supported a global team, with remote employees, dealing with ambiguity in a timely manner.
- Flexible and pro-active; ability and willingness to perform a variety of important sometimes urgent, confidential, and complex tasks with constant shifting priorities while maintaining a high degree of discretions and professionalism.
- Strong project and operational management skills including event management, calendaring and understanding the business to help the decision-making process.
- Ability to work well as a team member and independently to make administrative decisions in a dynamic and fast paced environment.
- Excellent customer service skills in dealing with client base and flexibility to allow for changing work priorities.
- Demonstrated ability to deal effectively with senior management from both within and outside of the organization.
- Must maintain confidentiality of highly sensitive material and information with discretion and professionalism.
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