Executive Administrator

**Job Summary** The overall purpose of this position is to independently manage administration and customer service for the Vienna office. The incumbent in this position is primarily responsible for maintaining the efficiency of all administrative functions associated with the administration and management of the office, customer relationship management, developing intra-office communication protocols, and inventory control. The role typically reports to a Senior Director and functions as an individual contributor. This position works under mínimal guidance, uses independent judgment and knowledge to solve moderate issues and escalates them when necessary. **Key Responsibilities** - Responsible for all administrative functions associated with the daily management of the office - Maintains multiple calendars and schedules; Plans meetings and prioritizes all requests - files, handles calls and routes them for action to relevant persons or OU ; Maintains follow up processes - Ensures the Vienna staff has all relevant information to enable them to address correspondence action items on time and within deadlines required. This includes researching, providing analysis and recommendations on sensitivity of topics. - Maintains and updates travel profiles and travel planning - Provides support for organizing events for the Vienna office, including social events - Pro-actively manages appointments; anticipates requirements; schedules resources; coordinates itineraries with other travelers; arranges travel accommodations as necessary. - Obtains background information/papers/documents/presentations and makes necessary revisions to review in advance of meetings. - Implements and maintains all files, records, and documentation for the Vienna office, including action items and reminder tickler files. - Oversees separate budgets for including preparing expense reports, reconciling credit card reports, and submitting reports for payment - Monitors members’ inquiries or concerns related to customer service, legal matters, external communications, and replacement requests that have been addressed to the Vienna Office; either personally researches background and initiates response, or passes request onto appropriate OU for action. - Orders supplies and equipment as needed **Qualifications** **Education** - Bachelor's degree or equivalent experience in Business Administration or related field or equivalent experience Req **Work Experience** - 4-7 years previous experience supporting senior level executives in medium to large companies in a dynamic and fast-paced office environment Req - Experience with event planning travel logistics, and any other meeting planning services Req **Skills and Requirements** - Must be able to project a calm, flexible demeanor and ensures all communications with the Vienna office, both verbal and written, are handled in a professional, thorough, and sensitive manner, especially under pressure. - Detail-oriented individual, able to evaluate situations to resolve specific problems pressure of tight time-lines. - Analytical minded with the ability to quickly and efficiently comprehend and manipulate large amounts of information and data, often of a highly confidential and sensitive nature. - Diverse cultural sensitivity, along with strong interpersonal skills and a confident, outgoing, and customer-oriented demeanor. - Proven project management skills, problem solving skills and communication, organization and time-management skills required. - Requires self-confidence, motivation, dedication to the position, decisiveness, flexibility, sound business judgment, and determination. - Able to work through multiple interruptions, capable of balancing multiple and varied tasks, and handle confidential information with sensitivity and discretion. - Working knowledge of Windows, Word, Excel, PowerPoint, Gmail, Internet, Google BusinessSuite Applications - Good command of the English and German languages both written and verbal. For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions. IEEE is an EEO/AAP Employer/Protected Veteran/Disabled =============================================== Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons. **Job**: Administration **Primary Location**: Austria-Vienna-Vienna **Schedule**: Full-time **Job Type**: Regular **Job Pos