Executive Assistant, HR

At Iron Mountain we know that work, when done well, makes a positive impact for our customers, our employees, and our planet. That’s why we need smart, committed people to join us. Whether you’re looking to start your career or make a change, talk to us and see how you can elevate the power of your work at Iron Mountain.

We provide expert, sustainable solutions in records and information management, digital transformation services, data centers, asset lifecycle management, and fine art storage, handling, and logistics. We proudly partner every day with our 225,000 customers around the world to preserve their invaluable artifacts, extract more from their inventory, and protect their data privacy in innovative and socially responsible ways. 

Are you curious about being part of our growth stor​y while evolving your skills in a culture that will welcome your unique contributions? If so, let's start the conversation.

​The Executive Assistant works with and directly supports a group of VP’s (Vice President), as well as key members of their Leadership Team (LT). The person in this role is an integral member of the Leadership Team, supporting the advancement of organizational and departmental goals. This position requires strong administrative skills, ability to take initiative and operate in a highly professional manner. This role also requires experience interacting with senior level management staff (including other VP’s), and the ability to handle highly confidential information with discretion.

The ideal candidate will be dynamic, high-energy, organized, able to support cross-functional coordination in a fast-paced environment and possess excellent judgment. They will be required to be available during regular business hours, and on limited occasions- evenings/weekends- depending on the VP’s travel schedule.

Responsibilities:

• Ensure that various administrative tasks are done in an effective and efficient manner
• Manage an extremely active calendar of appointments/meetings
• Anticipate the needs of the VP and acts accordingly.
• Act as the VP’s representative and ambassador to external constituents as directed.
• Work closely and effectively with the VP to keep them well informed of upcoming commitments and responsibilities; following up appropriately.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the VP, including those of a sensitive or confidential nature; determining appropriate course of action, referral, or response
• Prioritize conflicting needs, handle matters expeditiously and proactively; follow through on projects to successful completion, often with deadline pressures.
• When the VP facilitates meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings
• Manage VP’s travel arrangements and proactively coordinates the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations.
• Act as the lead in preparation for internal department meetings. This includes tracking, monitoring and following the progress of open action items, drafting the agenda, setting the timetable and owners for material preparation, producing a final draft of presentation/communications, and producing accurate minutes at each meeting.
• When necessary, assists with office management activities including, ordering food and supplies, room set-up, cleaning of cubes, etc. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Maintain distribution lists and manage the dissemination of communications to the global team
• Process and maintain expenses for VP and key LT members.

Key Skills, Requirements and Competencies:

• Bachelor’s degree or equivalent experience.
• 10+ Minimum providing executive level administrative support at the C-suite with a proven track record.
• Professional manner, with sound judgment and discretion in handling highly confidential information essential; demonstrated ability to handle highly confidential information appropriately.
• Ability to anticipate the VPs needs and proactively bring together appropriate people and resources to support the VP in addressing issues.
• Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing global environment
• Ability to communicate effectively with all levels of employees and outside contacts.
• Highly proficient with the Google platform (docs, sheets, slides, calendar, inbox, etc.).
• Extensive experience in administrative preparation of presentations.
• Excellent written and oral communication skills. Ability to compose proper business correspondence, meeting minutes and other materials.
• Ability to stay focused, efficient, and effective in managing multiple priorities.
• Ability to manage details, anticipate needs and maintain high standards of excellence.
• Professional demeanor and ability to defuse emotional situations in a calm manner.

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