Executive Assistant

Role Purpose

We are currently seeking an Executive Assistant to support our 5 department heads within our North America Crop Protection business. This position requires excellence in administrative functions. This role will require the candidate to effectively manage a demanding workload under time constraints with a calm, confident, and positive attitude. You must have the ability to work independently and trust your experience to help guide you to make independent decisions. Stakeholder management, Excellent communications skills, the ability to prioritize effectively, and handle multiple time-critical tasks simultaneously are a must. Being detail-oriented and having consistent and timely follow through will be essential to success in this role. This role requires complex calendaring skills and extensive travel knowledge with a pulse on the ever-changing travel environment. The role will entail facilitation of customer meetings, financial management, PO creation, along with data analytics and reporting. 

Key Responsibilities

• Provide administrative support to the functional heads, including calendar management, customer meetings, and Purchase order creation and tracking with attention to detail and accuracy. Proactively provide additional resources needed to prepare for executive level meetings
• Conduct monthly financial reporting analysis and PO management summaries for all functions
• Pull together and deliver relative information required for multiple audit reporting analysis.
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company or employee related employment information.
• Draft and prepare correspondence for internal announcements that are sometimes confidential / time sensitive in nature
• Create a pathway for smooth communication between North America Crop Protection teams and internal departments; demonstrating leadership as the face of the executive team, build trust and support with senior management teams
• Maintain Business Planning calendar by setting cadence of high priority meetings and events with an eye on future planning
• Follow internal communication strategy to support regional town halls, leadership chats, round table discussion and other one-off and recurring meetings for the executive and senior leadership team. Assist in preparing and managing presentations
• Independently manage end-to-end logistics for team meetings and offsites, which will include securing space (on or off-site), catering, AV needs. Periodically may include room blocks, air travel, transportation arrangements and evening activities
• Organize meetings and conference/Teams/Zoom calls, arrange for lunches as needed
• Manage invoices and POs as required
• Prepare Word, Excel, PowerPoint presentations, agendas, reports. Coordinate special projects which may be highly confidential on behalf of the management team. Ad hoc projects as needed
• Responsive to emails/texts/phone calls, at times outside normal business hours. Flexible hours as dictated by the needs of business for projects and meetings

• Strong proficiency in MS Office Suite, particularly Microsoft Outlook & PowerPoint presentation creation
• Strong written, oral, and interpersonal communication skills and ability to speak and write in a clear and concise manner
• Display excellent judgment and a high level of professional etiquette
• Demonstrate and maintain a strong attention to detail
• Utilize effective time management and organizational skills; proven ability to meet deadlines
• Use discretion, confidentiality, and good judgment to handle executive level matters
• Represent the company and the executives in a positive light through great follow-through skills and sound business judgement
• Shows initiative and ability to work unsupervised. Confidentiality in daily actions
• Ability to engage with people at all levels of the organization
• Ability to negotiate effectively cross functionally – influence without authority
• Efficiently schedule complex meetings that will require multiple high-level participants with conflicting priorities across time zones
• Possess a strong business sense and decipher priorities and make sound judgment calls when needed

Experience & Background:

• College diploma or university degree in Agriculture, Business, Marketing, or Event Management preferred
• 3+ years of related experience required in working in an assistant role supporting functional / department manager(s)
• Demonstrate confidence and maturity to interface with customers, suppliers, and high-level senior executives
• Demonstrated ability to develop trust & cross functional relationships
• Excellent interpersonal and teamwork skills required to effectively interact with many internal and external partners and customers

What we offer

• A competitive base salary and incentive bonus potential, combined with challenging and meaningful work, learning and career development opportunities in a great team environment.
• A culture that celebrates diversity and inclusion, promotes professional development, and offers flexible work options to meet both your work and personal needs.
• Comprehensive benefit offering, group retirement program with company match.
• Focus on wellness and innovative programs that support overall health and wellbeing such as annual Lifestyle Account and free Headspace App.
• Progressive Employee Policies and Programs including Flexible Work Location approach, a vacation policy that provides up to 30 days’ vacation for all employees.

Syngenta is an Equal Opportunity Employer and does not discriminate in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.

Family and Medical Leave Act (FMLA)

(http://www.dol.gov/whd/regs/compliance/posters/fmla.htm)

Equal Employment Opportunity Commission's (EEOC)

(http://webapps.dol.gov/elaws/firststep/poster_direct.htm)

Employee Polygraph Protection Act (EPPA)

(http://www.dol.gov/whd/regs/compliance/posters/eppa.htm)

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As a world market leader in crop protection, we help farmers to counter these threats and ensure enough safe, nutritious, affordable food for all – while minimizing the use of land and other agricultural inputs. Syngenta Crop Protection keeps plants safe from planting to harvesting.  From the moment a seed is planted through to harvest, crops need to be protected from weeds, insects and diseases as well as droughts and floods, heat and cold. Syngenta Crop Protection is headquartered in Switzerland.