Executive Administrative Assistant

This position directly supports the Consumer Brands Group (CBG) Executive Leadership team (Group President, SVP Finance, and VPHR), provides a full range of administrative support and services for numerous departments across Consumer Brands Group, and is a liaison to other departments across Global Architectural to provide a seamless day-to-day completion of tasks.

The incumbent must be able to maintain confidentiality, work independently as well as within a team environment, demonstrate good judgement, self-discipline, organization and follow-through, be detail-oriented, dependable, punctual, highly organized and function effectively with minimal direction. Utmost professionalism is required for this position as well as flexibility, the ability to work well under pressure and tight deadlines, and demonstrate excellent verbal, written and interpersonal communication skills.

Additional Info:

Travel for this role is 5%.

This role will report to the Sherwin-Williams Global Headquarters located at: 1 Sherwin Way, Cleveland, OH 44113.

Job duties include contact with other employees and access confidential and proprietary information
and/or other items of value, and such access may be supervised or unsupervised. The Company therefore has determined that a review of criminal history is necessary to protect the business and its operations and reputation and is necessary to protect the safety of the Company's staff, employees, and business relationships.

Calendar / Planning / Travel

a) Work with assigned Executives to set annual calendar based around major events. Set staff and annual meetings (i.e. OP), trips and travel.
b) Coordinate and organize monthly, quarterly and annual meetings supporting the CBG President, SVP Finance, HRVP and others as assigned, including scheduling, sending reminders, and organizing catering when necessary.
c) Coordinate and organize travel and accommodations, including global, for CBG executive staff and customer/employee trips.
d) Arrange travel and accommodations of CBG executives within budgeted guidelines, including organizing and maintaining the Corporate jet passenger lists.
e) Coordinate the distribution of tickets for sporting events, special events, etc.
f) Process all Visa requests and passport renewals for CBG executives. Maintain knowledge of corporate jet rules and necessary documents for each country.

General Administrative

a) Monitor the expense reports in Concur for Executive team and create reports for review and approval. Approve expense requests on behalf of the executives as requested.
b) Route purchase orders for approval and review control managers to ensure they are within budgeted guidelines.
c) Ability to handle highly confidential material/correspondence that involves senior management, including, but not limited to company financials, executive compensation, succession plans, HR documents, etc.
d) Receive incoming phone calls and communications in a professional and discreet manner. Route phone calls as appropriate to other Company personnel. Acknowledge customer/vendor complaints with expediency in resolving problems and follow up with necessary personnel to ensure response.
e) Follow up with any post-meeting tasks as required.
f) Organize CBG employee functions such as holiday parties or employee recognition events, including but not inclusive of anniversaries and retirements.
g) Miscellaneous clerical support (e.g. typing, maintaining files and purging outdated information, agendas, calendars, mail, etc.). Organize, categorize and maintain financial, personnel and management report files.
h) Act as point person for any needs related to the GHQ 5th floor.
i) Main point of contact to Security related to incidents in our group or for access requests.
j) Acts as primary communication link between executive area and all internal and external contacts.
k) Ensure all internal and external customers are handled with professional and courteous service.
l) Maintain strict confidentiality of all matters regarding personnel, organization, financial and classified operation.
m) Maintain subscriptions for the CBG executives.
n) Prepare monthly 25th anniversary and retirement letters as requested.
o) Submit IT Help Desk requests to support the CBG executives as needed.
p) Support each executive for their roles as Board members in various organizations.
q) Demonstrate the ability to display a high degree of professionalism and confidentiality in communication when interfacing with other Divisions of the Company on behalf of the Consumer Brands Group.
r) Role may require some travel during annual meetings/events.

Assisting Others

a) Assist CBG executive leadership team and strategy team with PowerPoint presentations, spreadsheets, copies, etc. as needed.
b) Ensure the Executive Management team is provided with timely, accurate information and documentation for meetings and presentations.
c) Prepare written communications such as writing and editing emails, drafting memos, and preparing communication on behalf of the executives. Will utilize various computer applications and must be advanced in Microsoft Office Suite products (PowerPoint, Excel, Word, Outlook).
d) Conduct research and plan for business meetings and company conferences. This will include, but is not limited to, the National Sales Meeting and Annual Mid-Year Meeting, responsibility will include registering Executives along with the coordination of the events.
e) Coordinate the Leadership Onboarding agendas for new hires.
f) Assist with the Annual Org Review Process, quarterly town halls and other employee group meetings.
g) Prioritize tasks, as required, based on requests for assistance from others outside of the CBG Executive leadership team.
h) Collaborate with other Administrative Assistants in Global Architectural to provide back-up support for each other as needed.
i) Assist with employee engagement events and giving campaigns as requested.
j) Assist others with the video conference system and capabilities.
k) Request maintenance work orders through Office Services for building and/or IT support needs including but not limited to heating / cooling issues, leaks, lights, etc.
l) Special projects and other assignments as directed by the executive team.

Minimum Requirements:

* Must be at least eighteen (18) years of age.
* Must be legally authorized to work in the country of employment without needing sponsorship for employment work visa status now or in the future.
* Must have high school diploma or GED
* Must have 5+ years of administrative experience providing executive level administrative support.
* Must have experience handling confidential information.
* Must have experience working on projects or tasks that required detailed planning, organization, and follow-through.
* Must have experience working independently and proactively on projects or assigned tasks.
* Must have experience working on projects or tasks that required superior time-management and ability to prioritize the most sensitive or urgent matters.
* Must be able to read, write, comprehend and communicate in English.
* Must have high degree of computer proficiency with Microsoft office products including, Microsoft PowerPoint, Excel, Word, Teams, and/or Outlook.

Preferred Qualifications:

* Have bachelor's degree or higher
* Have ten plus (10+) years of administrative experience providing executive level administrative support.
* Have experience in arranging and booking global travel.
* Have high degree of proficiency with Coupa, Kronos, Concur Expense Reporting, and Oracle software including Discoverer Reporting.