Job Description

*6-month contract, potential for permanent hire or extension

This is the pay range that the employer reasonably expects to pay for this position $28.27/hour - $32.10/hour

Optional Benefits: Medical, Dental, Vision, 401K

Ecolab is seeking an experienced, professional and dynamic Executive Assistant to provide support to the 2 Global Institutional leaders. This position will perform standard and advanced executive assistant duties including handling highly confidential information.

To be successful in this role you must be high-energy, organized, and a self-starter who initiates and anticipates, communicates well, and has excellent project management, writing, and computer skills with the ability to learn new tech platforms.

This position will follow Ecolab’s Hybrid work model, consisting of remote and in-office work at our Corporate Headquarters office in Saint Paul, Minnesota.

What You Will Do:

• Proactively manage calendars and schedule meetings for two executives
• Exercise discretion in organizing and maintaining the electronic calendar including managing telephone calls and visitors; arranging and coordinating appointments, meetings, and functions; and preparing and providing appropriate documentation to assist with meetings
• Provide support with calendar and email management, coordination of conference calls and WebEx meetings
• Coordinate domestic and international travel arrangements including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodation, and arranging meetings and visits
• Provide administrative services for executive leadership team meetings and other meetings, including distributing relevant materials and agendas, and preparing and distributing accurate minutes to a high-quality standard in a timely manner; manage logistics
• Produce high quality reports, presentations and other documents in Microsoft Word, PowerPoint, and Excel
• Prepare drafts of correspondence, agendas, presentations, and other documents in response to verbal and/or written instructions, to a high degree of accuracy and presentation
• Manage projects as requested
• Prepare expense reports for the executives
• Make independent decisions regarding planning, organizing, and scheduling priorities for self, executives, and direct reports (within guidelines)
• Act as liaison for internal customers and key contact for executive contacts and customers
• Utilize the company e-billing system for processing outside counsel invoices
• Assist outside counsel with billing and invoice status

Minimum Qualifications:

• High School Diploma or equivalent
• Five years of executive assistant experience
• Expert Proficiency in Microsoft Office skills (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday
• 55 WPM

Preferred Qualifications:

• Bachelor’s Degree
• 2 years of experience working for a Fortune 500 company
• 3 years of corporate experience in companies with more than 10,000 employees
• 2 years of legal secretary experience
• Excellent grammar, punctuation, spelling
• Understanding of deadlines with minimal supervision
• Ability to uphold strictest level of confidentiality and effectively manage sensitive information with professionalism and speed
• Proficiency in calibration and delegation of duties
• Excellent organizational, project management and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilities
• Exceptional interpersonal skills & friendly and professional demeanor
• Previous experience as an Executive Assistant reporting directly to senior management
• Strong verbal and written communication skills and executive presence
• Demonstrated follow-through and results delivery
• Demonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issues
• Flexibility to respond to urgent project needs and shifting priorities
• Strong customer focus and approachability
• Critical thinking, analytical and problem-solving skills
• Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment
• Adaptability and flexibility, with a willingness to collaborate in a team environment

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