Available Job Today At Iron Mountain we protect what our customers value most, from the everyday to the extraordinary. We build customer value around the world with a passion for preserving the physical, transforming the digital, and respecting the environmental. We pioneered the industry for global records and information management and have established some of the best customer relationships in the industry with 95% of the Fortune 1000 companies among our 225,000 loyal customers. Here, you’ll bring your expertise and creativity to a workplace that thrives on continuous improvement. Here, you’ll be part of a global workforce that embraces the differences among us. And here, we’ll encourage you to Climb Higher for the benefit of our customers and each other. There is so much more, but enough about us. We can’t wait to hear about YOU.
We currently have an exciting opportunity for an experienced Executive Assistant (EA) to join the global team at Iron Mountain. The Executive Assistant will provide executive support to two Commercial Directors and a Vice President within Global Industries. The EA will be able to prioritize and make decisions on such tasks as managing calendars and commitments. They will partner closely with their Executives to ensure that administrative needs are handled efficiently, discretely and thoughtfully.
This position is heavily focused on both oral and written communications, calendar management, executive logistics, global travel support, presentation creation, event coordination, special projects and other types of executive support. The position offers great diversity and variation in responsibilities.
What you will do
- Manage external contacts for Executives, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
- Ability to anticipate the Executive's needs and proactively bring together appropriate people and resources to support the Executive in addressing issues.
- When the Executives facilitate meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings.
- Manage the daily schedule of Executives, keeping appointments and meetings on time or changing schedules when necessary
- Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events. On own initiates process/composes correspondence/develops reports for Executive and his/her team
- Manage Executive & VP’s travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations.
- Act as the lead in preparation for internal department meetings. This includes tracking,monitoring and following the progress of open action items, drafting the agenda, setting the timetable and owners for material preparation, producing a final draft of presentation/communications, and producing accurate minutes at each meeting.
- Responsible for ordering equipment for new hires & determining system access. Support the onboarding process for new employees to the department.
- Handle confidential information in a professional and discreet manner. Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed
- Act as the Executive’s representative and ambassador to external constituents as directed.
- Process and maintain expenses for Executive and VP’s of the department.
- Completes special projects as requested.
What you will bring
- Ideally at least 2-3 years of executive administrative support experience.
- The ability to function efficiently and effectively in a fast-paced professional environment.
- Proven ability to independently manage multiple tasks and projects with competing priorities and deadlines
- The ability to screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes.
- The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast paced environment and possess excellent judgment.
- University degree preferred but not essential
- Highly proficient with Google Workspace products (GMail, Docs, Sheets, etc) and web tools or the willingness and capacity to learn
- Poised and tactful in communicating internally and externally (via telephone, email and in person)
- Discrete in handling confidential data
- Self-motivated with proven ability to work independently to achieve accomplishments.
- Able to adapt to changing priorities and needs
- Excellent written and verbal communication skills
- Strong interpersonal skills and good judgment.
- Experience working in an International arena a plus
- Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment
- Flexibility to be available during regular business hours, and on limited occasions- evenings/weekends- depending on the Executives travel schedule.
What we offer
- A competitive package including bonus scheme and benefits package
- Solid support system where you will have a safe place to voice your opinion, share feedback, and be your true authentic self
- Global connectivity to learn from 26,000+ teammates across 52 countries.
- A winning team who embrace diversity, inclusion, and our differences.
- Opportunity for occasional domestic and international travel
- Hybrid working arrangements
\#LI-remote
Category: Administrative Services
Iron Mountain Incorporated, founded in 1951, is the global leader for storage and information management services. Trusted by more than 225,000 organizations around the world in approximately 50 countries, Iron Mountain stores and protects billions of valued assets, including critical business information, highly sensitive data, and cultural and historical artifacts.
Providing solutions that include information management, digital transformation, secure storage, secure destruction, as well as data centers, cloud services, and art storage and logistics, Iron Mountain helps customers lower cost and risk, comply with regulations, recover from disaster, and enable a digital way of working.
Our Cores Values and Code of Ethics are our north star. They provide a solid base for how we do business and behave every day, so each one of us can experience exceptional.
If you have a physical or mental disability that requires special accommodations, please let us know by sending an email to accommodationrequest@ironmountain.com. See the Supplement to learn more about Equal Employment Opportunity.
Iron Mountain is committed to a policy of equal employment opportunity. We recruit and hire applicants without regard to race, color, religion, sex (including pregnancy), national origin, disability, age, sexual orientation, veteran status, genetic information, gender identity, gender expression, or any other factor prohibited by law.
To view the Equal Employment Opportunity is the Law posters and the supplement, as well as the Pay Transparency Policy Statement, CLICK HERE
Requisition: J0058478