|Job Description :
||Senior Management Assistant – Information Technology
This position provides administrative assistance to assigned Vice President and other management and staff. This position also provides support for the regular ceremonies associated with the Agile Operating Model and shares responsibility for planning and executing the quarterly Program Increment (PI) planning process.
This position is an essential team member reflecting the values, engagement and professionalism of the organization. This position will interact with customers, compose presentations, schedule meetings and provide project support. Work requires attention to detail, proactive action, management of multiple priorities and implementation with minimal direction.
Essential Functions – Management Assistant
Provide administrative assistance to the Vice President, other management and staff to enhance his or her effectiveness and that of the leadership team.
With very limited direction, create spreadsheets, charts, graphics, and presentations using Microsoft software (PowerPoint, Excel, Word, etc.) and other company specific tools (SAP, etc.).
Arrange travel itineraries, both domestic and international. Coordinate international travel with RA contacts and ensure passports, visas, etc. are up to date and correct.
Arrange meetings, local and offsite, ensuring that all audio-visual equipment and network connection requirements are met. Arrange for refreshments and food as required. Coordinate and actively participate in staff meetings. Prepare agenda and meeting minutes if necessary.
Prepare and keep up-to-date calendars and daily schedules for executive. Review, screen and direct mail and telephone calls. Always be looking forward to proactively handle any conflicts. Provide prompt, customer-oriented service to all callers and visitors, solving their requirements without executive whenever possible.
Reconciles Vice President’s or other leaders’ expenses in a timely matter.
Schedule internal/external interviews as needed for hiring managers. Responsible for a successful candidate experience for all candidates.
Start initial set-up for new employees reporting up through the supported business executive or as needed within the group, including the scheduling of employees orientation schedule. Work with IT and initiate process for computer and phone installs as well as request necessary new system account access. Coordinate obtaining access to other work tools as necessary, such as conference calling number, mobile phone, company credit card, travel profile, employee badge, etc.
Contributes to team effort through adaptability and agility to support evolving executive and organizational needs.
Provide assistance to other administrative assistants, including phone coverage and backup support, as needed.
Essential Functions – Agile Transformation Program
Support the Director of Results Delivery office by coordinating Program Increment (PI) planning on a quarterly basis including planning, logistics and execution.
Help manage execution of PI Planning on event days.
If in person, oversee and manage setup team comprised of Administrative Assistants, LEPs, Facilities, A/V team.
Assist agile coaches with PI Planning communications regarding expectations and outcomes of PI Planning.
Assist the RDO with calendaring, meeting recording and material archiving of Agile ceremonies, Communities of Practice, and help socialize agendas.
Attend and document Community of Practice (CoP) sessions for qualitative review.
Communicate effectively across diverse audiences including senior management & business partners.
Establish and maintain strong, collaborative relationships with personnel throughout the organization as required to effectively execute job duties.
Appropriate interpersonal skills required to interact with senior Rockwell Automation management.
Must be able to act professionally while dealing with highly sensitive, confidential information.
Must be able to balance many priorities/demands effectively and proactively manage upcoming demands on the executive’s time.
Must have a positive outlook during periods of high demand.
Must be highly professional and have excellent verbal and written communication skills.
Must have excellent presentation skills and be comfortable with speaking / presenting to audiences of 200+ people.
High School Diploma or GED or equivalent relevant experience
Legal authorization to work in the US is required. We will not sponsor individuals for employment visas, now or in the future, for this job opening.
Minimum of five years of related experience
Advanced use of Windows, Microsoft Office (Word, Excel and PowerPoint), and Outlook 2013 is required
Proficiency in the use of Microsoft SharePoint is preferred
The ability to compose a customer-quality PowerPoint presentation
A college degree is a plus
Has potential to lead & train groups, including public speaking
This position is part of a job family. Experience will be the determining factor.
We are an Equal Opportunity Employer including disability and veterans.
If you are an individual with a disability and you need assistance or a reasonable accommodation during the application process, please contact our services team at +1 (844) 404-7247.