Executive Assistant

🔥 34 minutes ago

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Circana

WebsiteLinkedInAll Job Openings

5001 - 10000 employees

At Circana, we measure and accelerate demand. It’s that simple. We partner with brands to address their toughest business challenges through a combination of our big data, AI data-visualization platform, and deep expertise across more than 25 industries. Our clients count on us to guide them on their next steps, and the steps after that, so they can innovate, meet consumer demand, and grow.

📋 Description

• Provide high-level administrative support to two senior executives leading Commercial CPG businesses at Circana. • Manage complex executive calendars, scheduling, and meeting logistics across multiple stakeholders, priorities, and time zones. • Coordinate and support virtual and in-person meetings, including agenda development, preparation of materials and presentations, meeting notes, action item tracking, and follow-up. • Plan and execute team meetings, off-sites, industry events, and other business gatherings, ensuring a seamless experience for attendees. • Support trade association relationships, corporate sponsorships, and industry engagement activities, including speaker coordination, event logistics, and agreement administration. • Arrange executive travel and accommodations and manage related expense reporting and reimbursement processes. • Track invoices, monitor payments, assist with budget administration, and support day-to-day financial coordination. • Maintain team calendars, distribution lists, administrative records, and other business support resources. • Utilize systems and tools such as Concur, DocuSign, Adobe, Microsoft Teams, Excel, and PowerPoint to support operational and administrative needs. • Build strong relationships with executives, stakeholders, and cross-functional teams through proactive communication, collaboration, and responsiveness. • Exercise sound judgment, professionalism, discretion, and confidentiality when managing sensitive information and executive matters. • Identify opportunities to improve and streamline administrative processes, workflows, and team coordination. • Manage special projects and other ad hoc requests as business needs arise.

🎯 Requirements

• 5+ years of experience providing administrative support to senior executives. • Proven ability to manage multiple competing priorities while maintaining exceptional attention to detail and follow-through. • Strong organizational and time management skills, with the ability to adapt quickly in a fast-paced environment where priorities frequently shift. • Demonstrated experience managing complex calendars, coordinating executive meetings, and supporting large-scale events or industry engagements. • Excellent interpersonal, verbal, and written communication skills, with a collaborative approach and the ability to build relationships across diverse teams and stakeholders. • High level of professionalism, business acumen, maturity, discretion, and sound judgment. • Strong project coordination and task management skills. • Advanced proficiency in Microsoft Office, particularly PowerPoint and Excel, along with Microsoft Teams and related collaboration tools. • Experience coordinating travel, expenses, invoices, and administrative processes. • Ability to adjust working hours as needed to support meetings outside standard business hours. • Experience with Concur, DocuSign and Adobe strongly preferred.

🏖️ Benefits

• Paid time off • Medical/dental/vision insurance • 401(k)