AD15A2 Executive Assistant

CAS uses intuitive technology, unparalleled scientific content and unmatched human expertise to help companies create groundbreaking innovations that benefit the world. As the scientific information solutions division of the American Chemical Society, CAS manages the largest curated reservoir of scientific knowledge, and for 117 years, has helped innovators mine, assess and apply that information to keep businesses thriving. The CAS team is global, diverse, endlessly curious and strives to make scientific insights accessible to innovators worldwide.

CAS is currently seeking an Executive Assistant for the Services team. This position will be located in our headquarters in Columbus, Ohio.

Job Summary:

The role will support the General Manager of Services and their Directors. This position performs administrative/office management functions and works with highly confidential information, discretion, judgment, and exposure to sensitive issues and situations will be a part of this role.

Job Accountabilities:

• Provides administrative assistance and coordinates special projects for business unit
• Research, coordinate and/or, compiles, prepares, and analyzes reports, contributing to high-quality written reports, presentations and letters related to assigned business units.
• Prepares internal and external correspondence, reports, memos, emails, and other communications. Screens calls, correspondence, and inquiries.
• Makes recommendations to solve problems associated with process and efficiency in the office.
• Coordinates activities between departments, outside parties and clients
• Interacts with staff at all organizational levels to gather information as requested.
• Makes recommendations to solve problems
• Anticipates manager/department needs such that workflows are not interrupted
• Manages calendars, reviews email, manages mail, and flags priorities for the leadership team. Proactively escalates items for leadership attention and action.
• Research, coordinate, plan, and execute team building, recognition, celebration, and customer-facing events.
• Coordinates meetings, meeting materials, room setup, participant materials, refreshments, and supplies.
• Arranges, submits and follows thru on contracts, purchase orders, works with IT on access/changes, and other similar requests through relevant approvals and processes, ensuring requests are approved, submitted, and completed timely.
• Manages budget for assigned business units. Develops, monitors, investigates, and reconciles budgets. Resolves budget discrepancies and escalates issues as appropriate. Manages purchases orders, TARs and other similar type requests.
• Attends meetings, takes notes, and circulates follow up items for action by meeting participants.
• Coordinates travel arrangements including domestic and international travel.
• Contributes to the Services function in other ways, assisting with general tasks as needed.

Qualifications:

• Bachelor's Degree or 7+ years of experience as an Administrative Assistant
• Technical writing or copywriting experience preferred
• Exhibits excellent knowledge, skills, and abilities using Microsoft Office Outlook, Excel, Word, and PowerPoint. Experience with Salesforce is preferred

• Proven experience handling and confidential information with discretion and judgement

• Displays excellent communication skills including writing skills and proactive communication with variety of audiences
• Demonstrates strong and proactive organizational, planning, and time management skills
• Excellent attention to detail and follow up
• Aptitude for learning and using various web-based computer applications such as travel, expense, time-reporting, and other similar systems
• Influences and negotiates on behalf of the leadership team member
• Balances multiple priorities, projects, and tasks
• Ability to research, interpret and analyze information
• Proven experience handling and confidential information with discretion and judgement
• Organizational, planning skills and time management skills
• Experience in working in a matrix environment with multiple stakeholders and partners
• Experience at a scientific organization is preferred
• Proficiency in accounting/budget administration

CAS offers a competitive salary and comprehensive benefits package, including a generous vacation plan, medical, dental, vision insurance plans, and employee savings and retirement plans. Candidates for this position must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future. EEO/Minority/Female/Disabled/Veteran