Executive Assistant

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/hourOptional Benefits: Medical, Dental, Vision, 401KEcolab 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 executivesExercise 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 meetingsProvide support with calendar and email management, coordination of conference calls and WebEx meetingsCoordinate domestic and international travel arrangements including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodation, and arranging meetings and visitsProvide 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 logisticsProduce high quality reports, presentations and other documents in Microsoft Word, PowerPoint, and ExcelPrepare drafts of correspondence, agendas, presentations, and other documents in response to verbal and/or written instructions, to a high degree of accuracy and presentationManage projects as requestedPrepare expense reports for the executivesMake 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 customersUtilize the company e-billing system for processing outside counsel invoicesAssist outside counsel with billing and invoice statusMinimum Qualifications:High School Diploma or equivalentFive years of executive assistant experienceExpert 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 Workday55 WPMPreferred Qualifications:Bachelor's Degree2 years of experience working for a Fortune 500 company3 years of corporate experience in companies with more than 10,000 employees2 years of legal secretary experienceExcellent grammar, punctuation, spellingUnderstanding of deadlines with minimal supervisionAbility to uphold strictest level of confidentiality and effectively manage sensitive information with professionalism and speedProficiency in calibration and delegation of dutiesExcellent organizational, project management and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilitiesExceptional interpersonal skills & friendly and professional demeanorPrevious experience as an Executive Assistant reporting directly to senior managementStrong verbal and written communication skills and executive presenceDemonstrated follow-through and results deliveryDemonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issuesFlexibility to respond to urgent project needs and shifting prioritiesStrong customer focus and approachabilityCritical thinking, analytical and problem-solving skillsAbility to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environmentAdaptability and flexibility, with a willingness to collaborate in a team environment

Created: 2025-01-14