UPS UPS Capital Executive Assistant in Atlanta, Georgia

Job Summary

The Senior Support Assistant supports Senior Level Leadership to ensure their ability to effectively and efficiently perform organizational responsibilities. He/She manages Senior Leadership schedules to utilize their time in the most efficient manner. This position coordinates all travel and meetings to ensure attendance and involvement for the senior leaders. The Senior Support Assistant manages calendars, some correspondence via emails, and mail to ensure senior leaders are only involved in necessary business appropriate for their level. He/She composes, edits, and writes communications for senior leaders regarding internally and externally correspondences for the position they hold. This position works directly with Senior Leadership staff to coordinate function efforts in supporting the senior leaders. The Senior Support Assistant utilizes relationship building skills throughout the organization, exercises judgment and discretion, handles complex and difficult situations diplomatically, and represents the senior level leadership in a professional manner.

The Senior Support Assistant builds and maintains a network of relationships (e.g., Department managers and staff, senior leaderships direct reports, HR, Legal, mail room, switchboard, etc.) to obtain assistance as required and to display a professional senior leadership presence. He/She participates in special projects (e.g., department projects, etc.) to meet urgent business needs for the function. This position compiles and reviews detailed business information to compile and generate reports as needed for senior leaders. Provides user support for deployed reporting, explaining data sources, analysis of results, and maintenance updates to address user questions and concerns. The Senior Support Assistant participates in project planning sessions with the staff and department teams to ensure requirements are created for the senior leader through the direct report team. He/She coordinates the collection of required information from senior managers in advance of meetings and as required for other purposes to ensure the Senior Level Leadership receives required and accurate information on time and objectives are achieved.

Other Duties

  • Executes to work style and preferences of the Senior Leader to anticipate daily needs and respond accordingly.

  • Ensures the Senior Level Leadership receives relevant and critical correspondences in a timely manner.

  • Exercises judgement and discretion in responding to situations and to respond appropriately and professionally to handle any potential conflict.

  • Prepares and edits Senior Level Leadership communications (e.g., memos, agendas, letters, presentations, etc.) to ensure accuracy, consistency, and the message is delivered as intended.

  • Manages Senior Leadership schedules and events to ensure priorities and preferences are accounted for, time is allocated appropriately, and their in the right place at the right time equipped with required information.

  • Screens requests for meetings by senior leaders direct reports and outside contacts (e.g., major customers, strategic vendors, etc.) to determine the level of urgency, importance, and provide appropriate access.

  • Coordinates the planning of meetings and special events to ensure details (e.g., venues, times, invitations, menus, travel, gifts, communications, etc.) are prepared and communicated to relevant parties.

  • Plans and arranges travel and accommodations to ensure needs and preferences (e.g., flight seating preferences, hotel preferences, supplies, etc.) are accommodated, timely attendance at meetings and events, and compliance with UPS policy.

  • Manages Senior Level Leadership communications, including voicemail, emails, notes, documents, meeting locations to plan, organize, and streamline the senior leaders’ day.

  • Provides administrative support (e.g., scanning, copying, faxing, sending Next Day Air shipments, answering telephone calls, etc.) to maintain organization for the Senior Level Leadership and to assist with the management and flow of information.

Competencies

  • Detail Orientation: Develops plans that balance details and the “big picture”; adapts the level of detail required for a given audience and the purpose; completes work with thoroughness; maintains records and information in an organized manner; audits available information for inconsistencies; maintains documentation that support the completion of work and retention of details/decisions.

  • Solicits and Gathers Information: Uses in-depth techniques to uncover new information or details that are not readily available; selects techniques and strategies that are appropriate for the audience; chooses techniques that result in more accurate and thorough information; implements strategies that minimize biases and preconceived ideas.

  • Solves Customer Problems: Involves other functional groups in complex issues; develops creative or resourceful approaches to resolving issues; identifies potential issues before they occur; keeps customer engaged and motivated despite difficult circumstances or setbacks.

  • Technical Writing: Drafts specialized documents; tailors written communication to fit various audiences; demonstrates the appropriate use of visual elements (e.g. tables, graphs, diagrams, schematics, flowcharts, etc.); plans and edits content and structure of other documents.

MINIMUM QUALIFIERS

  • Bachelor’s degree – Preferred

  • Experience with Microsoft Office products or equivalent software - Preferred

  • Willing to work flexible hours (e.g., weekends, off hours, etc.) - Preferred

  • Experience with international/domestic travel arrangements - Preferred

  • Experience with event and/or meeting planning - Preferred

  • Experience working with senior leadership - Preferred

UPS is an equal opportunity employer – race/color/religion/sex/national origin/veteran/disability/sexual orientation/gender identity

Company: UNITED PARCEL SERVICE

Category: Human Resources

Requisition Number: 154050

Location: Atlanta,Georgia