Job Description

POSITION SUMMARY

We are looking for a team-oriented, highly organized, and proactive problem solver to provide a full range of executive support to K-C's Chief Digital & Technology Officer, as well as Sr leaders of the Digital Technology Solutions (DTS) team. The ideal candidate has a positive ‘can-do’ attitude and strong organizational skills to manage multiple priorities under minimal work direction. Additionally, this individual will have sound organizational skills and a growth mindset along with a track record of building interpersonal relationships with employees at all levels of the organization while upholding a high level of confidentiality. This position will report directly to the Chief Digital & Technology Officer (CDTO), while also providing support to other Sr Leaders across the function and informal leadership/coaching to division Executive Assistants within DTS.

Sr Executive Assistants at Kimberly-Clark provide a broad range of skilled and confidential administrative support to ensure smooth operation of the business. The incumbent must maintain strong interpersonal relationships with senior leaders including ELT and employees at all levels of the organization maintaining a high level of confidentiality and trust.

PRIMARY DUTIES & RESPONSIBILITIES

Proactive Calendar Management of senior leaders:

Work closely and effectively with the CDTO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.  Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CDTO updated
Makes preparations for department, staff and other meetings including creating agendas, preparing any meeting materials/scorecards and or presentations, scheduling the conference space required, connecting meetings to the required technology, facilitating refreshments and may include managing the budget for these meetings and /or conferences
Capture meeting minutes and action items during functional leadership staff and department meetings
Work with other Sr Executive Assistants sharing best practices and coordinating calendars
Manage any double-booking request

Travel Requests / Management:

Support travel scheduling, itinerary creation and any VISAs needed for domestic & international travel
Proactively communicates and coordinates with external agencies to ensure seamless travel logistics and positive experience for CDTO
Coordinators with other ELT Sr Executive Assistants for senior leader meetings and logistics.
Manages external Board of Director activities, logistics, and travel arrangements.

Project Support:

Support projects on an ongoing basis such as transformation initiatives, preparing for Board of Director meetings, ELT meeting prep or helping to prepare other meeting materials
Actively engages and participates in project-based meetings offering project coordination support on an as needed basis
Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
Own execution of business projects as assigned by the CDTO, other Global Leaders, or the Chief of Staff 
Provide leadership to build cross-functional and global relationships crucial to the success of the organization

Email management:

Flagging and identifying high priority items and training with upcoming due dates
Categorizes and prioritizes response needed.
Takes initiative to prepare responses for signature and to assemble background information from many sources
Receives, sorts, distributes, opens and screens incoming email, mail and faxes.
Proactively manages communications from internal and external sources.

Expense and Invoice Management:

Manages reconciliation of corporate credit cards for self and Executive(s), working with managers/supervisors and senior management to ensure the accuracy/timeliness of expense report submission

Recruitment Support:

Scheduling onsite/virtual interviews with candidates & scheduling the debrief (DIS) calls
Ensures all relevant materials are attached to the invite: Candidate resume, interview guides, interview schedule, Interview Do’s & Don’ts, etc.
Ensures leader is appropriately prepped for interviews in partnership with Executive Recruitment team.

Procurement Processes:

Manages Purchase Orders (POs) and Requisitions with external suppliers and vendors (ex: Guidant Global)
Assists with statements of Work (SOWs) and Contractor onboarding for leaders

Onboarding & Offboarding within the Teams:

Support and sometimes lead on-boarding activities for Executive new hires
Requesting network access, IT equipment, Corporate credit cards, workstations, etc.
Assist Sr leader with scheduling initial meet and greets for the new DTS leaders
Assist with offboarding activities for employees & contractors departing

Communications Support:

Maintains appropriate department email distribution lists in partnership with DTS Communications Lead
Maintain and update any relevant DTS or department SharePoint sites
Sends organizational announcements on behalf of leaders
Maintains organizational structure charts
Maintains accurate records and files for easy retrieval when information is requested or needed

Policy and Procedure Administrative Support:

Maintain and update any relevant department processes or procedures
Assist leaders with locating relevant company policies, processes or procedures for purposes of staff management
Often is the point person for department requests for information, requiring knowledge of the people and roles in the organization

BASIC QUALIFICATIONS

8+ years executive support experience in a corporate environment, supporting senior executive level leaders (i.e. Vice-Presidents or Officers)
Associate’s degree or equivalent experience
Intermediate skills in Microsoft Outlook, Word, Excel, PowerPoint, SharePoint and Visio required
Exceptional problem-solving skills and ability to work through ambiguous situations with minimal work direction.
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
Experience and knowledge with communication platforms (Zoom and Teams)
Experience with Conference Room equipment, SAP, Workday and web based (Concur) travel and expense reporting system knowledge a plus

PREFERRED QUALIFICATIONS

High level of executive presence and professionalism
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Excellent interpersonal skills and the ability to build relationships with cross-cultural stakeholders, including Staff and external partners
Experience working with diverse audiences and/or global experience a plus
Advanced level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with sound decision-making capability
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
Forward-looking thinker, who actively seeks opportunities and proposes solutions
Ability to gain full working knowledge of the company’s structure, key personnel and organizational policies and procedures, as well as a functional knowledge of a professional services environment