Job Summary
Provides comprehensive and executive-level administrative support to OEC’s Senior Vice President of Collision. Assists in the development and execution of strategic plans, often involving research and analysis. Supports the operations of multiple collision business units including organization and action planning related to budget, staffing and preparation and completion of executive deliverables. Coordinates a variety of meetings and events for individuals and groups requiring complex calendar and logistics management.
Key Responsibilities
Provides the highest level of support to the Senior Vice President of our Collision SBU; anticipates leadership needs and gathers appropriate resources to support and address current business priorities; facilitates communication between the senior leadership team and other teams, departments, and external stakeholders.
Manages multiple projects or tasks with competing priorities and deadlines independently and/or in collaboration with multiple team members or external partners; develops and maintains procedures to ensure senior leadership team is prepared to meet upcoming deadlines.
Creates agendas, reports, presentations, and other documents for meetings and events.
Tracks department expenses, staffing levels to ensure alignment with budgets and capacity requirements. Helps with forecasting and action plans related to revenue and expense reporting insights.
Plans, schedules and facilitates details for meetings, seminars, and events, both internally and offsite.
Manages a high volume of domestic and foreign travel arrangements, including applying for visas where required, preparing country information, booking flights, and making reservations. Modifies arrangements as needed, and ensures updated details are quickly distributed to travelers.
Prepares expense reports (which may include currency conversion), reconciles corporate credit card statements, and prepares various forms such as purchase requisitions and check requests to expedite processing and payment.
Assists the Senior Vice President with follow-up and tracking of major deliverables. Prepares routine and advanced correspondence including letters, memoranda, and reports (including professional visuals such as graphs, charts and infographics) and distributes to elicit desired call to action and responses.
Anticipates the needs of the Senior Vice President and prepares all resources accordingly. Manages internal and external contacts proactively; responds to incoming requests as the Executive Office point of contact, providing answers according to Company policies and protocols, or directing inquiries to the appropriate business unit to expedite customer satisfaction.
Education
An associate degree from an accredited college or university is required, with a focus in Business or related discipline. In the absence of a degree, equivalent work experience directly related to the key responsibilities of the role will be considered as a substitute for the degree.
Experience
At least 3 years working in a similar strategic executive assistant role providing support to senior leaders in a large organization. 2+ years in project management or business operations in a software company highly preferred.
Must also be able to demonstrate the following skills and abilities:
Able to work in an autonomous manner, with a high amount of confidence and limited direction from leadership, to move work forward efficiently.
Advanced proficiency with Microsoft Office products including Outlook, Word, Excel, and PowerPoint.
Proficiency in assisting senior leaders with departmental staffing and budget tracking
Experience with Concur for expense reporting and processing
Able to maintain the highest level of professionalism and confidentiality in all aspects of the role.
Strong organization and planning skills to effectively coordinate and manage multiple calendar appointments, meetings, and events, and anticipate and quickly modify arrangements when needed.
Able to build professional and collaborative working relationships across global teams, and with individuals outside the company.
Excellent writing and editing skills, and can tailor communications to a specific audience.
Creative thinker with the ability to problem solve quickly.
Ability to analyze data and prepare insights and reports for executive decision making.
Ability to create compelling presentations for executive audiences based on introductory inputs from SVP and product teams including ideas for visuals and multi-media concepts that marketing can refine and finalize.
Flexible and adaptable approach to work, and can easily adjust to shifts in priorities or direction.
Outstanding attention to detail and accuracy.
Special Position Requirements
Must be available to work outside of normal business hours as needed, to accommodate special requests or to facilitate meetings/events that occur across global time zones/countries.
How We Work
We value collaboration, ownership, and pragmatic problem-solving.
We prioritize shared success over individual wins.
We encourage employees to contribute ideas, challenge assumptions, and continuously improve how we build software.
We believe in modern practices, fast feedback loops, and creating great customer experiences.
What We Offer
Full benefits starting Day 1: Medical, Dental, and Vision
401(k) with company matching up to 4%
Unlimited Paid Flex Time Off plus 10 company-paid annual holidays
Company-issued laptop
Monthly communication stipend
One-time home office equipment stipend upon hire
Professional development programs
Tuition assistance available after 1 year of service
Employee resource groups and exclusive employee discounts