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Administrative & Clerical
CLI000PK Requisition #

Job Purpose

The Executive Assistant provides executive support and serves as the primary point of contact for internal and external parties on all matters pertaining to 2-4 executives. This position handles details of a highly confidential, critical and sensitive nature, and must function efficiently and effectively in a professional, global environment. This position is required to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources as well as organize and maintain administrative processes.


Main Responsibilities Include

• Provides administrative assistance in the implementation of executive’s activities and responsibilities, proactively managing daily calendars, email and phone communications including calls back where appropriate.

• Manages the daily evolving calendar of the executive, keeping appointments and meetings on time or changing schedules when necessary, recognizing differing time zones of global colleagues, customers or contacts and arriving at the optimal schedule.

• Anticipates business needs of the executive, both on a routine and a project basis; develops and maintains a system that alerts executive to upcoming deadlines on requests or events.

• Manages domestic and international travel arrangements and proactively coordinates the pre-planning of trips with various internal and external parties, including arranging appropriate travel, visas, hotels, transportation, meeting agendas and necessary contacts, as well as other information, including reservations, directions and time zone adjustments. Prepares travel folders and related meeting materials.

• Researches, creates and maintains a file on all important relationships in advance of important meetings for current and future reference; gathers and prepares relevant information and collateral material for all meetings; works closely with staff to ensure timely provision of back-up and informational materials relevant to meetings.

• Ensures that various administrative tasks are performed in an effective and efficient manner, including copying, reviewing mail, drafting correspondence, screening telephone calls as needed, and maintaining files as needed. Resolves routine to complex inquiries, working proactively and independently as well as exercising maturity and resourcefulness.

• Maintains records and processes expense reports, invoices and any other requests for payment or reimbursement.

• Performs other duties as assigned.

Qualifications Include

• Undergraduate degree a plus

• Minimum of 7 years of administrative experience, with strong preference for experience in global matrixed organizations and/or supporting c-suite leaders.

• Demonstrated ability to handle confidential information appropriately; diplomacy, professional conduct and discretion exhibited at all times.

• Excellent written and verbal communications skills.

• Ability to interact with and work collaboratively with peers; strong interpersonal skills with ability to work effectively with employees at all levels and from all cultures and backgrounds.

• Demonstrated superior attention to detail and accuracy and process results in composing, typing, proofing materials, establishing priorities, flagging items for executive’s attention and meeting deadlines.

• Ability to stay focused, efficient and effective in managing multiple priorities; proactively follows-through on projects to successful completion, often with deadline pressures.

• Highly proficient in Microsoft Office programs, including Word, Excel, Outlook and PowerPoint.

• Experience using Concur or a related travel planning and expense management tool a plus

The Executive Assistant must be creative and enjoy working within an environment that is results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. He or she may be required to be available during non-regular business hours, evenings and/or weekends as needed to provide support and assistance to the executive.

Elsevier is a global information analytics business that helps institutions and professionals progress science, advance healthcare and improve performance for the benefit of humanity. We help researchers make new discoveries, collaborate with their colleagues, and give them the knowledge they need to find funding. We help governments and universities evaluate and improve their research strategies. We help doctors save lives, providing insight for physicians to find the right clinical answers, and we support nurses and other healthcare professionals throughout their careers. 

Elsevier provides digital solutions and tools in the areas of strategic research management, R&D performance, clinical decision support, and professional education; including ScienceDirect, Scopus, SciVal, ClinicalKey and Sherpath. Elsevier publishes over 2,500 digitized journals, including The Lancet and Cell, more than 35,000 e-book titles and many iconic reference works, including Gray's Anatomy. Elsevier is part of RELX Group, a global provider of information and analytics for professionals and business customers across industries. 

Elsevier employs over 7,000 people in more than 70 offices worldwide. We are an employer of choice, attracting and developing talented and creative people who thrive in a challenging and fast-paced environment. We offer an excellent compensation and benefits package as well as a real opportunity for career growth in a growing organization. Elsevier is an equal opportunity employer: qualified applicants are considered for and treated during employment without regard to race, color, creed, religion, sex, national origin, citizenship status, disability status, protected veteran status, age, marital status, sexual orientation, gender identity, genetic information, or any other characteristic protected by law. If a qualified individual with a disability or disabled veteran needs a reasonable accommodation to use or access our online system, that individual should please contact 1.877.734.1938 or accommodations@relx.com.

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