Job Summary

We have an exciting opportunity for an experienced Senior Executive Assistant to join Battelle in Columbus, Ohio. This position reports to the Chief Financial Officer and has primary responsibility for strategically directing the time and resources of the executive, and engaging with the executive’s team, to implement a world class finance and accounting strategy. We are looking for a strong collaborator who is an agile problem solver, a strategic thinker, and who demonstrates strong self-awareness. The position is accountable for enabling the executive and the team to accomplish Battelle’s strategic priorities. This role will work closely with the Senior Executive Assistant team and the Assistant to the President and CEO to deliver high quality experiences for customers, VIP visitors and members of the Battelle Board.

Provides broad and complex executive administrative support to the Chief Financial Officer and Chief Audit Executive. Acts as an extension of their management responsibilities in a manner that ensures the most efficient use of time and maintains positive, effective, and collaborative working relationships across the organization.

This individual should be a strong problem solver who is comfortable asserting priorities, and someone who thrives in a fast-paced environment. The successful candidate will have a demonstrated ability to multi-task and will navigate competing priorities while being available outside of regular business hours. This individual must be proactive, articulate, diplomatic, service-oriented, and able to learn preferences and anticipate needs.

The successful candidate will be able to manage through ambiguity and work through others to obtain information needed to problem-solve, meet deadlines, and provide effective and efficient support. Sense of humor, ability to stay calm under pressure, and demonstrated curiosity and enthusiasm for continuous learning in support of business and mission-critical objectives are highly desired. Requires confidentiality, independent judgment, and discretion in administering information of a sensitive and critical nature to Battelle with little to no supervision or direction.

Responsibilities

• Acts as point person for both internal and external contacts with little to no supervision; ability to learn and adapt to complex Battelle processes, procedures, policies, points of contact, etc.
• Assumes delegation of authority for assorted items, such as: travel requests, expense reports, purchase orders, purchase card purchases, etc.
• Composes, organizes, and prioritizes large volumes of highly confidential correspondences, memos, emails, phone calls, etc. to determine what information can be answered directly, requires the immediate attention of the executives, or should be directed to another party within the organization.
• Assesses all incoming materials, deciding the priority of those requiring the executives’ attention and takes action on all others as needed; includes preparing and composing written materials for signature and editing material from other offices to prepare for signature, including routing items to other staff, as appropriate.
• Assumes responsibility to ensure the executives meet commitments and deadlines; confirms that materials requested from others are received and requested actions are completed.
• Ensures that files necessary to the executives’ business activities are maintained and that materials are easily retrievable; prepares background material to assist in preparation for meetings.
• Coordinates and manages the executives’ calendar and travel schedules; arranges all internal/external meetings, managing the agenda and meeting notes. Coordinates appointments, professional social events, determining priorities, both internal and external. Advises staff of the executives’ activities as appropriate.
• Manages preparation of executives’ quarterly presentations to the Board of Directors by assisting in writing, editing agendas, reports, and presentations, and coordinating deadlines; prepares additional business documents and communications, as needed.
• Prepares presentation and other needed materials for Board of Directors meetings. Works independently to execute assignments on behalf of executive(s), as well as collaboratively with the Sr. Executive Assistant team to prepare and successfully execute the Board of Directors meetings in support of the Office of the CEO and the Office of the General Counsel/Corporate Secretary. Partners with the Board Coordinator and Assistant to the CEO to understand and meet deadlines and processes.
• Schedules quarterly pre-Audit Committee meetings and prepares presentation and other needed materials for Audit Committee meetings.
• Ensures the team is providing materials in a timely manner as instructed to meet deadlines; Coordinates and works closely with team to ensure preparedness for presenting to board/SLT.
• Attends department leadership meetings; other meetings upon request; documents action items and follows-up on actions as required.
• Works independently or on a team on special projects and assists with various community relations’ activities.
• Leads and coaches administrative staff. Fosters teamwork among the assistant team. Partners with CEO’s office to support business objectives and ensure effective scheduling and use of executives’ time.
• Supports calendar and travel activity for other executives as needed.
  

Key Qualifications

• Requires an associate or bachelor’s degree with a minimum of 8 years of experience in a similar capacity role, supporting a Corporate-suite executive, with experience in business practices and economics; or equivalent education and years of experience.
• Must be proficient in a variety of computer software applications including Microsoft Word, Outlook, Excel, SharePoint, and PowerPoint.
• Adept at social media tools, such as: LinkedIn, Twitter, Facebook, YouTube, etc.
• Experience handling sensitive and confidential material and situations.
• Strong ability to prioritize and multi-task with familiarity handling multiple high importance projects at the same time.
• Attention to detail and proactive with analytical and communication skills.
• Ability and willingness to work flexible hours including morning, evening, and weekends on an on call/as needed basis.
• Ability and willingness to obtain appropriate active security clearance for periodic coordination of classified activities.