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Executive Assistant to Od
2 weeks ago
At Jabil we strive to make ANYTHING POSSIBLE and EVERYTHING BETTER. We are proud to be a trusted partner for the world's top brands, offering comprehensive engineering, manufacturing, and supply chain solutions. With over 50 years of experience across industries and a vast network of over 100 sites worldwide, Jabil combines global reach with local expertise to deliver both scalable and customized solutions. Our commitment extends beyond business success as we strive to build sustainable processes that minimize environmental impact and foster vibrant and diverse communities around the globe.
JOB SUMMARY
The Executive Assistant to the Ops Director serves as initial point of contact representing the company OPS DIRECTOR both internally and externally, and acts as liaison between the OPS DIRECTOR, board members, key executives, and employees. The purpose of the position is to provide high level administrative support, requiring detailed knowledge of company operations, organizational procedures, and personnel. Position exercises independent discretion in the management and execution of various projects and information requests by the OPS DIRECTOR.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provides high level administrative support to prepare reports, deliver presentations, and manage information requests by the OPS DIRECTOR.
- Frequently handles confidential information requiring discretion and diplomacy.
- Coordinates and schedules meetings, prepares and distributes materials, and may record, or takes notes during meeting.
- Receives and screens internal and external telephone calls, resolving routine to moderately complex inquiries independently, answers general queries from executives and board members.
- Ensures the OPS DIRECTOR ’s schedule runs smoothly, scheduling appointments and managing the OPS DIRECTOR ’s calendar.
- Arranges and coordinates travel schedules, reservations and expense reports as necessary, e.g., books flight tickets, arranges for accommodations, reserves car rentals.
- Participates in or leads special projects which may involve the coordination of work assignments and direction of others.
- Maintaining the scheduler and blocking the board rooms for meetings.
- Efficiently handle Travel Desk relations to ensure proper information management and service standards.
- Creating 100% guest satisfaction by providing genuine hospitality and by exceeding guest expectations.
- Involved in quality checks of Fleet and Travel Desk.
- Assist employee's their travel/booking requirement, hotel booking, Visa assistance, travel insurance, etc.
- As required providing timely support to the security team for smooth operation.
- Handling visitors
- Issuing visitor’s pass, guiding them to the concerned department.
- Promptly attending all inbound telephone calls and providing them required information
- Responsible for the on-going development of dovetailed air discount programs, monitor compliance. Oversee use of soft dollars and value-added items.
- Assists with negotiations of rental car vendor contracts.
- Analyses air/car/hotel/department financial cost analysis where needed.
- Leads implementation of new services to include in-house travel agency liaison with upkeep on agent procedures and attend weekly supervisor meetings and monthly agents meetings.
- Monitors service levels for travelers and reports status to Corporate Travel Manager.
- Holds monthly audits on agency performance bills and reviews with Corporate Travel Manager for final approval.
- Responsible for quarterly forecast publishing of trip models for all facilities, including projected pricing for basic air, car and hotel costs.
- May perform other duties and responsibilities as assigned.
JOB QUALIFICATIONS KNOWLEDGE REQUIREMENTS
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
- Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to understand and carry moderately complex instructions.
- Advanced PC skills. Ability to operate a personal computer including using a Windows based operating system and related software.
- Ability to write professional correspondence. Read and understand visual aid.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to compute rate, ratio, and percent and to draw and interpret graphs
**Jabil, including its subsidiaries, is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, veteran status, or any other characteristic protected by law.**
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