Executive Assistant

Iron Mountain - Addison, IL

Posted 623 days ago
  • Experience
    Associate
  • Job function
    Administrative
  • Employment type
    Full-time
  • Industry
    Information Technology and Services
  • Job ID
    4505730

This is a preview of the Executive Assistant job at Iron Mountain. To view the full job listing, join LinkedIn - its free!Join LinkedIn - its free!

About this job

Job description

About Iron Mountain
Iron Mountain Incorporated (NYSE: IRM) provides information management services that help organizations lower the costs, risks and inefficiencies of managing their physical and digital data. The company's solutions enable customers to protect and better use their information—regardless of its format, location or lifecycle stage—so they can optimize their business and ensure proper recovery, compliance and discovery. Founded in 1951, Iron Mountain manages billions of information assets, including business records, electronic files, medical data, emails and more for organizations around the world. Visit www.ironmountain.com or follow the company on Twitter at www.twitter.com/IronMountainInc for more information.

We are currently recruiting for an Executive Assistant

Job Summary

Provide administrative support to the Senior Vice President, and Vice President of Business Operations for the Central Area.  This position is heavily focused on both oral and written communications, calendar management, executive logistics, presentation creation, special projects, and other types of executive support.  The appropriate candidate for this position must be able to work independently with a sense of urgency and maintain confidential information, be flexible and able to multi-task, have poise in communicating internally with senior executives (both on the telephone and in person).  In addition, specific functions are as follows:

Essential Functions

  • Area meeting planning (from small 6-8 people up to large meetings with 65+ attendees)
  • Setup and administration of meetings for the Area, Area SVP, and VP, Business Ops (includes scheduling , agenda preparation, WebEx setup and note taking/distribution) 
  • Area Share Point creation/administration
  • Complex excel document consolidation (combining excel files from various markets, etc.)
  • Program administration/support (working with Manager of Area initiatives in support of large Area/NAO projects)
  • Daily administrative functions to include travel planning, expenses, meeting notes, filing, etc.
  • Act as primary office manager for the Central Area office (AP processing, supply management and ordering, and some vendor management)
  • Creation and delivery of area-wide communications
  • Review/identify savings opportunities via policy alignment, etc. (procurement reporting)
  • Various other duties as assigned

Desired Skills and Experience

Job Requirements *

KNOWLEDGE, SKILLS, AND ABILITIES

  • Professional phone manner, excellent verbal and written communication skills, good judgment, strong organizational skills and the ability to work independently.
  • Proficiency with MS Office products – Outlook, Word, PowerPoint, Excel, specifically those components that are database and spreadsheet driven, PowerPoint presentations and web tools.
  • Project management skills
  • Experience using the Internet for business information and communications is required.
  • Ability to help with the implementation of new processes as required to improve department efficiency and effectiveness.
  • Review/track monthly expenditure receipts, statements, and invoices and initiate payment and/or appropriate paperwork as required
  • ust be self-directed and work independently toward objectives with a sense of urgency
  • Meeting planning experience
  • Bachelors degree requiredpreferred.

Meeting/Time Management

  • Ensure meeting materials are provided prior to each meeting.
  • Proactive Calendar management
  • Schedule and coordinate meetings with other executives.
  • Schedule and coordinate staff / team meetings.
  • Act as an extension of executive via sending emails or answering questions both internally and externally, taking notes at meetings, exercising good judgment.
  • Organize and prioritize large volumes of information using discretion when to involve others in the decision making process. 
  • Have the maturity to handle confidential and time-sensitive information.
  • Answer phone


Travel Management

  • Coordinate all travel arrangements and assemble and submit expense reports.
  • Be available via cell phone when the SVP is traveling
  • Screen emails


Project Management

  • Create, Review/finalize presentations for accuracy and formatting consistency. Produce, copy and distribute presentations prior to conference/meeting dates.
  • Various projects as needed.


 

Additional Information

  • As this function will be in communication with external clients and individuals throughout the organization, they will be responsible for representing Iron Mountain in a professional and courteous manner.

 

The ideal applicant will have current exp. in Executive Assistance/Administration.
 
At this time we are considering only local candidates who are able to work without employer sponsorship. No agencies or phone calls, please.
Only those candidates whose experience best meets our requirements will be contacted.

Iron Mountain is an Equal Opportunity Employer

About this company

Iron Mountain

Iron Mountain Incorporated (NYSE: IRM) provides information management services that help organizations lower the costs, risks and inefficiencies of managing their physical and digital data. The company’s solutions enable customers to protect and better use their information—regardless of its format, location or lifecycle stage—so they can optimize their business and ensure proper recovery, compliance and discovery. Founded in 1951, Iron Mountain manages billions of information assets, including business records, electronic files, medical data, emails and more for organizations around the world. Visit www.ironmountain.com or follow the company on Twitter at www.twitter.com/IronMountain and Facebook at www.facebook.com/ironmountain.

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