Ecolab is seeking an experienced, professional, and dynamic Executive Assistant to provide administrative support to the Vice President and General Manager Europe, as well as to the Assistant Vice Presidents and their teams covering the Life Sciences Division.
Main Responsibilities
1. Make complex travel arrangements (both domestic and international), including visa requirements.
2. Plan, coordinate, and support meeting logistics for various meetings and events, from small departmental meetings to large divisional events, collaborating with Marketing and external agencies. Support remote meetings and townhalls via Teams and videoconferencing, managing all pre- and post-event activities.
3. Create quality presentations, memos, reports, and other communications with minimal direction.
4. Create and maintain distribution lists.
5. Handle finance administrative tasks related to corporate card use and expenses.
6. Manage project tracking, budget planning, database consolidation, and other projects as requested.
7. Assist with office duties including file maintenance, office supplies ordering, data entry, onboarding logistics, workspace management, and IT hardware and access.
8. Maintain and order office supplies, files, computers, and equipment.
9. Ensure vendor qualification and smooth, compliant order-to-payment processes in designated regions.
10. Support special projects and drive assigned tasks to successful completion.
11. Perform additional team administration and support tasks as required.
Qualifications
1. High School Diploma required; a university degree is preferred.
2. Proven experience as an Executive Assistant in multinational companies.
3. High proficiency in MS Excel, PowerPoint, Outlook.
4. Intermediate proficiency in SAP.
5. Successful project management experience.
6. Fluent in spoken and written Italian and English; additional languages are a plus.
7. Demonstrated initiative, independence, resourcefulness, and anticipation of needs.
8. Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
9. High attention to detail and quality.
10. Excellent customer focus and interpersonal skills, with a collaborative mindset.
11. Ability to quickly learn organizational operations, procedures, and staff.
12. Reliable, flexible, approachable, and able to handle confidential information professionally.
13. Previous experience in project coordination with proven follow-through.
Additional Details
The role will be based in with the opportunity for agile working for 40% of the time.
Our Commitment to Diversity and Inclusion
At Ecolab, we believe diverse and inclusive teams are the best teams. We are committed to fair treatment and equal opportunity for all applicants and associates, regardless of race, religion, gender, age, disability, or veteran status. We promote principles of EEO and AA to fully utilize minority, female, disabled, and veteran individuals at all levels. Join us to grow your career, own your future, and make an impact.
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