Executive Assistant

Provide organizational and administrative support of a complex and confidential nature. This role combines the responsibilities of an executive assistant, with a focus on supporting the Vestas Executive Leadership team organization's day-to-day coordination and office logistics. Interfaces with high level internal and external stakeholders and perform assignments of a sensitive nature requiring a high degree of self-direction, discretion, and professionalism.

Responsibilities

• Complete a broad variety of administrative tasks for the Vestas Executive Leadership team and guests; including and not limited to managing an active calendar of appointments; composing and preparing correspondence that is sometimes highly confidential; arranging travel plans, itineraries, expense reporting, and agendas; and compiling documents for travel-related meetings. Organizing meetings will include booking conference rooms, ordering and setup meals, cleanup, take and distribute minutes from meetings when requested.

• Assist with new vendor set-up, create purchase requisitions for POs as requested.

• Assist with managing calendars, including scheduling meetings, travel arrangements, and expense reports.

• Provide back-up support to the Executive Operations Manager and assist the President as requested.

• Assist in completing expense reports for several Vestas Executive Leadership team as requested.

• Coordinate and manage the logistics for important customer visits, including meeting room setup, hospitality arrangements, and maintaining long-term relationships through effective communication and reliable service.

• Process confidential and critical information on a routine basis with discretion, support with documents and presentations, and cross-functional work in support of team needs.

• Create high level and dynamic presentations (PowerPoint), spreadsheets, etc. as requested.

• Support creation, coordination, and development of attendees, logistics, and execution of yearly events calendar

• Plan and organize social events, celebrations, and team-building activities to promote a positive and collaborative work environment.

• Keep a watch for any unsafe conditions and if needed, take immediate action to make it safe for everyone

• Provide back-up support to the receptionist as requested.

• Serve as the visible face of the company to important customers and visitors, conducting tours and introducing them to key staff members.

• Greet visitors, handle their inquiries, and ensure they have a positive and professional experience from the moment they arrive.

• Receive new employees and assist them with various tasks including and not limited to ordering equipment as requested, building access badges, parking, escorting them to their assigned floor/neighborhood, office tour to include first-aid area, and the stairwells for emergencies.

• Sort all the incoming mail and packages to the appropriate person or department.

• Provide daily mail services support to all employees including and not limited to express shipping labels, USPS registered mail, international mail, postage, and packaging.

• Maintain the supply area organized, clean, and fully stocked with mail and office supplies.

• And all other duties as assigned

Qualifications

• High School diploma or equivalent; bachelor's degree.

• Ten (10) years of previous administrative experience.

• Intermediate to advanced skills with Microsoft Office (Excel, Word, PowerPoint, and Outlook).

Concur, SAP, and/or Ariba are a plus.

• Skilled in writing, editing, proofreading, and verbal communication.

• Ability to manage multiple competing and complex priorities.

• Demonstrated commitment to regular, reliable onsite attendance five days per week, with a high standard of punctuality and reliability.

• Effective interpersonal skills, highly organized, and detail oriented.

• Work with minimal direction and be able to exercise judgment, creativity, and a methodological approach.

• Ability to constructively manage conflicts.

• Must have the ability to adjust style to different cultures and backgrounds.

• Demonstrated ability to manage multiple, simultaneous, complex tasks and to meet deadlines.

• Keen interest in learning new skills and knowledge.

• Commitment to producing quality work.

Competencies

• Proficiency in Microsoft Office Suite computer skills (Windows, Word, Excel, Power Point, Outlook).

• Ability to meet the highest attendance standards and maintain a professional environment for employees and visitors. This role is primarily onsite, five days per week. One hybrid workday per week may be permitted at the manager's discretion, with prior approval from the Executive Operations Manager, and will rotate based on business needs.

• Ability to implement processes to efficiently conduct required administrative or coordination duties.

• Able to complete responsibilities in a timely, professional and quality manner.

• Flexibility with daily tasks and changing priorities.

• Ability to maintain confidentiality, a high degree of poise, judgment, discretion, interpersonal skills and professionalism.

While performing the duties of this job, the employee is regularly required to sit; could involve some lifting, the use of hands and fingers to handle and feel; reach with hands and arms; and talk or hear. The employee is occasionally required to sit, stand and walk. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.

What We Offer

Dynamic and expanding organization that supports Vestas across the value chain. Employees get a chance to see/experience a large part of the overall Vestas world while sitting in Technology. Leadership team is experienced and provide a positive work environment for growth and development.

CCPA Notice for California Applicants

Our commitment to a fair hiring 
At Vestas, we evaluate all candidates solely based on their professional experience, education, and relevant skills. To support a fair recruitment process, we kindly ask that you remove any photos, dates of birth or graduation, gender pronouns, marital status, or other personal information not relevant to the role before submitting your CV/resume. Your CV/resume should focus on your professional and educational background, along with the necessary contact details (email and phone number). We train our hiring teams in inclusive evaluation and regularly review process outcomes to ensure fairness.

DEIB Statement
At Vestas, we recognize the value of diversity, equity, and inclusion in driving innovation and success. We strongly encourage individuals from all backgrounds to apply, particularly those who may hesitate due to their identity or feel they do not meet every criterion. As our CEO states, "Expertise and talent come in many forms, and a diverse workforce enhances our ability to think differently and solve the complex challenges of our industry". Your unique perspective is what will help us powering the solution for a sustainable, green energy future.

BEWARE – RECRUITMENT FRAUD
It has come to our attention that there are a number of fraudulent emails from people pretending to work for Vestas. Read more via this link, https://www.vestas.com/en/careers/our-recruitment-process

About Vestas
Vestas is the energy industry’s global partner on sustainable energy solutions. We are specialised in designing, manufacturing, installing, and servicing wind turbines, both onshore and offshore. 
Across the globe, we have installed more wind power than anyone else. We consider ourselves pioneers within the industry, as we continuously aim to design new solutions and technologies to create a more sustainable future for all of us. With more than 185 GW of wind power installed worldwide and 40+ years of experience in wind energy, we have an unmatched track record demonstrating our expertise within the field. 
With 30,000 employees globally, we are a diverse team united by a common goal: to power the solution – today, tomorrow, and far into the future. 
Vestas promotes a diverse workforce which embraces all social identities and is free of any discrimination. We commit to create and sustain an environment that acknowledges and harvests different experiences, skills, and perspectives. We also aim to give everyone equal access to opportunity. 
To learn more about our company and life at Vestas, we invite you to visit our website at www.vestas.com and follow us on our social media channels. We also encourage you to join our Talent Universe to receive notifications on new and relevant postings.