Senior Administrative Assistant in Boston, MA at Veolia North America

Date Posted: 11/4/2022

Job Snapshot

Job Description

Company Description

Veolia Group aims to be the benchmark company for ecological transformation. With nearly 220,000 employees worldwide, the Group designs and provides game-changing solutions that are both useful and practical for water, waste and energy management. Through its three complementary business activities, Veolia helps to develop access to resources, preserve available resources and replenish them. In 2021, the Veolia group provided 79 million inhabitants with drinking water and 61 million with sanitation, produced nearly 48 million megawatt hours and recovered 48 million tons of waste. Veolia Environnement (Paris Euronext: VIE) achieved consolidated revenue of 28,508 billion euros in 2021.  www.veolia.com 

Job Description

Summary

  • The Development, Strategy, and Innovation department (DS&I) at Veolia North America drives the growth of the business and comprises over 120 commercial staff (sales, business development, marketing etc.) embedded in 5 business units plus around 20 central staff at the North American HQ. The department is led by the Chief Growth Officer.
  • The senior administrative assistant and project coordinator supports the DS&I team as a project and event coordinator and provides advanced level administrative and clerical support to the Chief Growth Officer and the DS&I leadership team.

Primary Duties / Responsibilities 

  • Creates and manages work plans for strategic and business development projects with teams that often include several senior executives and external stakeholders (e.g., consultants, customers, suppliers).
  • Manages project governance by scheduling and supporting Steering Committee meetings including distribution of meeting materials, note-taking, and creation of meeting minutes.
  • Works with teams to organize internal and external workshops and customer events including coordination with participants, venues, service providers during planning phase and on site.
  • Collects, compiles and reviews information for inclusion in reports and presentation materials.
  • Creates, runs and distributes standard and customized periodic reports; prepares basic review /analysis of reports and provides summary and/or deviations to facilitate executive review.
  • Enters and analyses data from various sources to maintain and update various databases and spreadsheets; ensures data integrity by verifying input and calculations.
  • Works with team to develop standard templates for departmental activities, reports and presentations to maximize efficiency and reduce turnaround time.
  • Maintains archive of critical and highly confidential files (e.g., NDAs, decision memos) and knowledge sharing platform for easy access and retrieval; manages department shared drives. 
  • Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications.  
  • Manages executive calendars and travel schedules.
  • Creates weekly agenda for Chief Growth Officer with briefing memos for critical meetings including participant bios and background research.
  • Manages purchase orders and invoice payment for the central DS&I team.
  • Consolidates monthly expense reports for Chief Growth Officer.
  • Works closely with the Executive Assistant to the CEO and Executive Committee PMO to help deliver corporate initiatives across business groups.

Qualifications

Education / Experience / Background

  • Bachelor Degree or equivalent; 
  • A minimum of five (5) years prior experience as an Administrative Assistant or Project Coordinator / Project Manager required;
  • Experience in a fast paced environment.

Knowledge / Skills / Abilities

  • Demonstrated experience with heavy calendar coordination and event management in support of meetings with C-suite level executives within large global organizations
  • Strong ability to proactively organize and execute multiple on-going activities with great efficiency including both administrative and project/event management related tasks
  • Demonstrated project and event management experience and proven ability to independently analyze requirements for task completion; communicate status; anticipate, track, report and mitigate risks; prioritize workflow and execute quickly with attention to detail in a fast-paced, dynamic environment
  • Excellent ability to build relationships and collaborate across diverse teams within a global organization and with external partners with the utmost discretion
  • Excellent verbal and written communication skills
  • Proficient with Concur, SAP, Google applications or equivalent (Microsoft) 
  • Must be an energetic, proactive and responsive team player with an interest to drive both administrative and project/event-related activities
  • Professional presence and ability to engage with C-suite executives and their support teams and build relationships with various internal and external constituents (e.g. event vendors, technology support teams, etc.)
  • Can easily handle multiple demands (both administrative and event management related) with great efficiency and work under pressure to drive successful outcomes
  • Demonstrate optimism and agility in adjusting to new and emerging opportunities and challenges
  • Detail oriented with the ability to work independently and prioritize workload
  • Flexibility with work schedule and ability and quickly respond to inquiries outside of the normal schedule

Physical Requirements / Work Environment

  • Office Work environment
  • Can be required to travel to event sites in North America
  • Can be required to work outside of regular scheduled hours

Additional Information

VNA is committed to the principles of equal employment opportunity. VNA’s practices and employment decisions, including those regarding recruitment, hiring, assignment, promotion, compensation, benefits, training, discipline, and termination shall not be based on any person’s sex, race, color, religion, ancestry or national origin, age, disability, marital status, sexual orientation, pregnancy, veteran status, citizenship status or other protected group status as defined by applicable law. 

VNA gives fair consideration to all qualified individuals and affords all employees and applicants opportunities for advancement according to their individual abilities without regard to membership in any applicable protected category. No opportunity for hire, advancement or any other condition of employment will be diminished through unlawful discriminatory practices.

As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.

We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.