Executive Administrative Assistant - Wauwatosa, WI

BOSTIK is hiring! We are currently looking for an Executive Administrative Assistant for our Wauwatosa, WI location.
The Executive Administrative Assistant will provide a wide range of administrative support and project coordination for the Global IA R&D Director as a first priority, the Global NW R&D Director, as well as general lab administration.
We seek people who want to be part of a growing, world-class organization. We also offer comprehensive benefits effective DAY 1! "Stick" with us!

Job Dimensions

Provide complex administrative support and project coordination to the senior level executives of Bostik, Inc. This position will support the GIA R&D Director as a first priority. This position will also support the Global NW R&D Director as well as general Lab Administration tasks. This is an excellent opportunity to support a high performance team by proactively planning and providing a high-level of administrative support with the utmost professionalism. To achieve this, you'll use advanced administrative skills, and handle personal contacts with finesse and diplomacy. The Executive Assistant will also facilitate and coordinate projects and deadlines directly or in collaboration with others, working independently to carry out large scale special assignments with minimal supervision.

Activities

The Executive Assistant will provide a wide range of administrative support and project coordination for the Global IA R&D Director as a first priority, the Global NW R&D Director, as well as general lab administration. Duties listed below.

• Coordinate/schedule high-level business meetings. Manage all logistical details in collaboration with internal colleagues and external vendors.
• Organize and execute small and large group special events and programs within budget.
• Manage appointment calendars as required and screen routine and highly confidential responses to incoming mail, e-mail, telephone calls and messages. Appropriately communicate and handle all correspondence.
• For the team, process travel forms and required international documents (visas, financial/business letters, etc.).
• Manage department meetings (RDLT, LSM.) creating draft agendas, presentation consolidation, attending meetings to take action items and minutes, and provide follow-up communications and tracking of deliverables and action items.
• Track business documents and obtain signatures in a timely and efficient manner.
• Develop and maintain email distribution lists, meeting databases, and centralized filing systems.
• Develop and support creation of presentations and other company publications, complete and maintain routine business reports and formats, and process expense reports. Collaborate with internal parties at all levels to gather information to prepare documents and ensure deadline delivery. The Executive Assistant will provide assistance in developing professional PowerPoint presentations and in compiling/editing Word documents (such as weekly/monthly reports) for Global IA R&D Director
• Work closely with other functions to ensure meetings and projects are coordinated appropriately (interface with facilities to manage space, IT to procure A/V needs, catering, etc.). Prepare purchase requisitions, forms, and process billings.
• Develop work flows and programs to support process improvements.
• Provide support for additional senior level executives and global colleagues as directed by the Global IA R&D Director.
• Provide backup support to other executive assistants as needed.
• Order, Administration, and Reconciliation of invoices for Lab related supplies (Lab Coats, Safety Supplies, Chemicals, tools, various sundry, etc.)

Context and Environment

The job involves working 40-50 hours per week in an office environment. Some travel is required for event planning and business meetings. Business communication could also occur off peak work hours as needed to handle international or time sensitive, urgent requests for assistance.

Accountabilities
Prepare and execute yearly goals as mutually agreed upon by the Executive Assistant and Global IA R&D Director

Qualifications

• Minimum 5 plus years of related professional experience supporting senior level executives.
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint). Intermediate skills in Adobe software suite preferred. Email and appointment calendar management experience (Outlook preferred).
• Excellent organizational and interpersonal skills, and the ability to communicate effectively and professionally with customers and all levels of management in a cross-functional and global team environment. Flexibility to work assignments.
• Strong attention to detail while managing multiple tasks simultaneously in a fast-paced, high energy environment. Must have the ability to maintain a realistic balance among multiple priorities.
• Proven ability to handle confidential and highly sensitive verbal and written information with discretion.
• Proven project/event management experience within a financial budget.
• Demonstrated proactive approaches to problem-solving. Forward looking thinker, who actively seeks opportunities, exercises good judgement in a variety of situations and has strong decision-making capabilities.
• Must be Milwaukee based and work on-site in Wauwatosa, WI.

About Bostik- Smart Adhesives

With our eyes on the future, Bostik is driven to develop smart adhesives - enabling us to anticipate needs, create value, and shape new capabilities. We are not the right place for everyone. We ARE right for those who work collaboratively to think and act boldly beyond today. Put your potential to work to increase our collective expertise, powered by a spirit of innovation.

As one of the largest adhesive and sealant companies in the world, Bostik designs, manufactures, and markets bonding solutions within a variety of Global Business Units: Industrial Adhesives (Converting, Assembly, Packaging, Transportation, Flexible Packaging and Industrial Laminations); Consumer and Construction (Flooring Installation Systems, Construction Sealants and Adhesives); and Nonwovens (Disposable Hygiene).

Bostik is well positioned as part of Arkema's High Performance Materials segment. A global chemical company and France's leading chemicals producer, Arkema is building the future of the chemical industry every day.

Make a difference with Bostik. Build a career with purpose. Experience the impact powerful bonds can make - at a place where you can feel at home.

Compliance: Bostik is an EEO/AA/Drug Free Workplace.

Disclaimer: The above information had been designed to indicate the general nature and level of work performed by employees in this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications.