Siemens Energy

How to contribute to our vision

This role establishes an Executive Assistant Manager position within the Collaboration and Voice Services organization, a key part of our IT Infrastructure. The position is designed to provide comprehensive administrative and operational leadership to support a senior executive, enabling them to focus on strategic initiatives and technical leadership. This M3-level management role is crucial for ensuring the efficiency and effectiveness of the executive's office and managing the supporting administrative team. To achieve these objectives, the role is centered on three primary functions: Executive & Logistical Support, Administrative Team Management, and Information & Communication Coordination. These areas encompass everything from managing complex international travel and executive calendars to leading a team of administrative professionals and implementing office procedures. This structure ensures both high-level strategic support for the executive and robust operational management of administrative functions. Given the focus on both executive partnership and team leadership, the ideal candidate will possess extensive experience in a senior executive support capacity combined with proven management capabilities. Essential requirements include mastery of office procedures, workflow management, and exceptional discretion in handling confidential information. As a Manager (M3), the role demands a high degree of proactivity, critical thinking, and the ability to influence policies and practices across different job areas.

What You Need To Make a Difference

• 40% Executive & Logistical Support
  • Manage and coordinate the executive's complex and dynamic calendar, strategically scheduling meetings, appointments, and conferences across multiple time zones.
  • Arrange complex domestic and international travel, including detailed itineraries, visa applications, accommodations, and timely expense reporting.
  • Act as a gatekeeper, screening and prioritizing incoming communications, including phone calls, emails, and correspondence to optimize the executive's time.
  • Handle highly confidential business strategies, personnel information, and financial data with the utmost discretion and professionalism.
• 40% Administrative Team & Workflow Management
  • Manage a team of experienced administrative professionals, providing direction, setting priorities, and overseeing performance to ensure high-quality support.
  • Develop, implement, and refine office policies and administrative procedures to enhance efficiency and achieve short-term operational results (1 year or less).
  • Oversee departmental administrative operations, including budgeting, procurement, and office supply management.
  • Solve difficult and moderately complex administrative problems, influencing stakeholders outside of the immediate team regarding policies and procedures.
• 20% Information & Communication Coordination
  • Prepare, edit, and format critical documents, including reports, presentations, and official correspondence on behalf of the executive.
  • Obtain, organize, and synthesize information for use in executive speeches, conferences, and strategic reports.
  • Establish and maintain a systematic records management system for the executive office, ensuring compliance and easy retrieval of information.
  • Facilitate communication between the executive's office and internal/external stakeholders, demonstrating tact and professionalism.

Education

• Bachelor's degree in Business Administration, Communications, or a related field, or equivalent professional experience.
• Proven experience in a senior or executive administrative role, preferably within a corporate environment.

Skills

• Administrative & Process Management
  • Workflow Management
  • Office Procedures
  • Records Management
  • Process Improvement
  • Report Writing
  • Editing
• Behavioral & Leadership
  • Accountability
  • Critical Thinking
  • Proactivity
  • Tactfulness
• Financial & Resource Oversight
  • Budgeting
  • Invoicing
  • Office Supply Management