Executive Assistant/Office Administrator job vacancy in Lexmark International, Inc. – Jobs in New York

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Job Details
Company Name : Lexmark International, Inc.
Company Location : New York, NY 10017
Job Position : Executive Assistant/Office Administrator
Job Category : Jobs in New York

Job Description :
The Executive Assistant and Office Administrator will provide administrative support to both the cross-functional (sales, technical, service and operations) management teams located in the Northeast US along with the day-to-day general office administration in support of the Lexmark New York City office location. The ideal candidate is equally effective working in a remote environment as in an in-office environment. The candidate must also have experience handling a wide range of administrative and executive support related tasks, demonstrate exceptional organization and flexibility, enjoy a very fast paced and rapidly changing environment and be up to the challenge of simultaneously supporting area leadership teams across functional areas of the organization. This individual must be able to function effectively in a matrixed, corporate environment and take a very proactive and thoughtful approach to tasks and strategy. This position requires frequent communication and coordination with management throughout the geography as well as individual contributors assigned to the Northeast coverage model.

Proactive and independent calendar management: Ability to make independent judgement calls regarding daily meeting and calendar management for area managers. Where conflicts arise or the day becomes over-booked, take independent action to move, cancel and/or shorten eligible meetings and make room for incoming requests of higher priority. Anticipate the need for preparation and work time, particularly in advance of important internal and external meetings, and take action to protect these windows on the calendar without needing to be asked or directed.
Business travel: Make business travel arrangements in support of area management, in accordance with their personal travel preferences. Book travel that is seamless, efficient, and error-free. Supporting area managers while in transit, being responsive to schedule changes or delays that impact related commitments (meeting start times, airport pickups, etc.). Anticipate and plan for required visa / entry requirements (COVID testing or otherwise). Ensure directions and documentation of travel arrangements are thorough and up to date
Internal meetings and offsites: Plan and execute quarterly planning sessions and meetings, including quarterly gatherings of area leadership teams, annual organization offsite and ad hoc client/partner meetings and strategy sessions. Work with area leadership and their team members to set and socialize agendas, organize meeting logistics, secure and test technology requirements (including on-site and virtual meeting room technology), source and manage food deliveries, act as point of contact for incoming visitors, etc.
T&E, expense management & reporting: timely and accurate creation of monthly expense reports for each area manager, ensuring submission well in advance of month-close deadlines and providing ample time for questions to be addressed.
Organizational chart management: Coordinate with People function to maintain an accurate organizational chart for the cross functional leadership teams.
Confidentiality and discretion: Maintain a smooth flow of information in and out of the office while exercising a high level of discretion in managing the confidential and sensitive nature of communications.
Internal partnership & collaboration: Establish collaborative and friendly relationships with other EAs and OMs for key external and internal stakeholders. Provide direction and coordination across HQ and Field-Based leadership teams.

Qualifications

10+ years of administrative experience preferably in a corporate setting.
Detail-oriented and flexible problem-solver who is comfortable managing complex tasks, prioritizing competing demands and making unilateral decisions to ensure the professional success and sustainability of the area management teams
Strategic thinker who looks ahead and plans weeks and months in advance, accurately anticipating lead times and key stakeholder involvement requirements and proactively creating meetings/other necessary touchpoints to realize goals.
Multi-tasker comfortable operating in a fast-paced environment, adapting in real time to new information and seamlessly managing individual and group activities and gatherings while ensuring an extremely high level of quality control in one’s own work.
Dedicated and diligent worker with excellent time management skills and a willingness to work non-standard hours, if and as necessary, to support the geography.
Timely, responsive, and clear verbal and written communications that set polite, unambiguous expectations with recipients.
Demonstrated ability to assess risks, exercise discretion, and maintain confidentiality on sensitive issues, with consideration for the reputation of Lexmark, it’s partners and customers.
Global worldview and orientation, including familiarity with international travel requirements (transit times, visa coordination, compliance with cultural norms, etc.).
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Proficiency with Microsoft Teams, Zoom, and other virtual and on-site meeting technology platforms.
Willingness and ability to quickly learn new technologies, platforms, software tools and websites that are relevant to the responsibilities of this role
Committed to, and enthusiastic about, the mission and vision of Lexmark International, Inc.