Executive Assistant

JOIN THE TEAM THAT’S POWERING PROGRESS

Building cities. Driving commerce. Saving lives. For over 100 years, Allison Transmission has powered the vehicles and technology that move our world forward.

What powers us? Our employees. From the first person hired by James Allison in 1915 to the thousands across the globe who work for Allison today, we’re driving progress everywhere because we employ top talent worldwide.  

Learn more about this role and how you can begin driving your career forward!

Benefits:

The below list features some of the benefits currently available. Eligibility may be subject to the terms and conditions of governing documents and available benefits may be subject to change at the company’s discretion.

• Choice of medical plans with prescription coverage

• Employer HSA contribution

• Dental & Vision Insurance

• Paid Parental Leave

• Short & Long-Term Disability

• Other voluntary benefits including: Critical Illness, Hospital Indemnity, Identity Theft Protection and Pet Insurance

• 401K with generous Company match & contribution

• Accrued Paid Time Off

• 12 Paid Holidays

• 8 hours paid volunteer time per year

• Robust employee wellness program

• Tuition assistance program & Dependent scholarship program

• On-site blood drives

• Voluntary employee groups open to all who wish to participate, including: Global Women’s Network, Emerging Professionals ERG, Multicultural ERG, Veterans ERG, Toastmasters Club, and more.

Job Description:

Primary Purpose of Role:

In this position, you will provide administrative support for a Senior Executive(s).

Administrative responsibilities include the maintenance of calendars and travel and creating a daily flow of critical events for the VP / Senior Executive(s) that aligns with the priorities of the organization. You will also maintain an efficient follow-up system to ensure all the administrative needs of the Executive are addressed in a timely manner. Independent judgment is required to plan, prioritize and organize a diversified workload.

You will exhibit a strong sense of business etiquette with external visitors, as well as internal contacts at all levels of the organization. This role requires confidence, strong communication skills, ability to take on occasional ad hoc projects, and the ability to collaborate at all levels of the organization.  

Key Responsibilities:

• Schedule management – coordinates schedule for the Executive and others, prioritizing functions and appointments, ensuring meetings, deadlines, presentations and other duties of the Executive office are carried out seamlessly. Focus and anticipate executive needs well in advance of schedules - with a goal of minimizing time spent on administrative tasks, increasing efficiency and freeing up work time.
• Travel arrangements – coordinates travel itineraries and prepare expense reports in a timely manner, and in adherence with Allison Global Travel Policy Assist in arranging visas, passport renewals and other occasional travel needs.
• Board Liaison – facilitates communication and uploads information to Director’s Desk portal; schedules meetings and coordinates dinners and meeting food/refreshments; collaborates with peers to handle all hotel accommodations and special requests for Board members; on-site contact for all Board members.
• Gatekeeping – screens phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary.
• Prepares business letters on behalf of the Executive when requested.
• Organize Staff Meetings – distribute monthly agendas and prepare audio/visual equipment prior to meetings.
• Collaborate with Allison functions to support broader organization on requests related to telecommunications (cell phones) and association memberships / periodical renewals
• Maintain databases, share drive sites with all presentations for reference by select employees across the organization; grant and maintain website access rosters.
• Maintain high level of discretion and confidentiality in all matters.
• Work with visitors / consultants – organize visits, including hotel reservations and on-site meeting rooms; arrange catering and authorize guest Wi-Fi requests, process all Non-U.S. Persons paperwork; secure guest wireless access; process paperwork for ID badges. 
• Build connections / relationships with assistants of frequently engaged executives of customers and others industry executives - proactively help plan / schedule meetings where requested
• Plan and execute Town Halls or other functional events occasionally

Qualifications:

Education Requirement: Associate's or vocational degree in business administration or equivalent experience.

Required:

• Excellent organizational skills and the ability to handle multiple tasks based on guidance 
• High-level of business insight and emotional intelligence applied to operating in a corporate setting 
• Highly proficient in the use of office automation tools and administrative software 
• Very strong Microsoft skills and the ability to handle multiple calendars 
• Ability to work cross-functionally with other departments to accomplish objectives, including Corporate Executive Team, Human Resources, IT, Finance and Engineering groups 
• Proficient with written and spoken business communication 

Preferred:

• Knowledge of international travel requirements and scheduling, to include business visa processing
• Ability to generate departmental reports with analytic insights 
• Familiarity with Concur Expense system

Experience requirement: 5+ years of experience providing direct administrative support to senior level (C-Suite) executives 

Allison Transmission is an equal opportunity employer. We have opportunities for all qualified applicants regardless of age, race, color, sex, religion, creed, national origin, disability, sexual orientation, gender identity/expression or veteran status.

If you are an individual with a disability or a disabled veteran requiring assistance and/or reasonable accommodations reviewing any of the careers information, please contact us at ati+ask4max@service-now.com.

Please note that Allison Transmission will make an offer of employment only to individuals who have applied for a position using our official application. Be on alert for possible fraudulent offers of employment. Allison Transmission will not solicit money or banking information from applicants.