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Executive Administrative Assistant - Raleigh, NC

  • Job reference: R-026244
  • Sector: Atkins UK
  • Location: Raleigh

Job Title: Executive Administrative Assistant – Raleigh, NC

Shaping energy solutions to empower sustainable connectivity.

We combine SNC-Lavalin’s project management expertise and ABB’s deep technological knowledge to create a company dedicated to substations – we are Linxon.

Linxon is a joint venture company set up by SNC-Lavalin and ABB to turnkey electrical AC substation projects, combining SNC-Lavalin’s project management expertise and ABB’s deep technological knowledge.

Linxon’s vision is to deliver the best market offer for turnkey substation projects through world-class power technologies and highest level of competence in managing infrastructure projects

Linxon – A Leading Engineering Company:
As one of the leading engineering companies, we help our customers with turnkey solutions in the field of substations for power transmission, renewable energy and transportation.
As a single point of contact we combine the accumulated knowhow of key-suppliers and contractors so that customers benefit from efficient solutions, increased industrial productivity and a lower environmental impact in a sustainable way.

Mission Statement:
We are currently seeking an experienced administrative professional to join the North American Team, to support the Vice President & General Manager of North America. This position is on contract basis (renewable every 6 months) and will be based out of our office in Raleigh, NC.

Main Accountabilities:

This person will report to the VP General Manager - North America and will work with all members of the Linxon North American team, responsible for planning, scheduling, and coordinating meetings & events. Duties include answering non-routine correspondence, as well as handling confidential & sensitive information. This role will support safety initiatives, including researching content, composing a monthly newsletter, and enrolling / tracking safety & skills training for the team as needed. Given the fast-paced environment, the position requires outstanding communication skills, ability to handle multiple priorities, and the ability to adapt quickly to changes. High attention to detail is essential for success, as well as a very proactive approach in working with others and identifying opportunities for how the Administrative Assistant position can most effectively support the team.

This person must be highly-proficient with Microsoft tools (including strong Word, Excel, PowerPoint, etc.)

Main Duties, Responsibilities, & Accountabilities:

  • Support the onboarding of new employees with ordering of computers, mobile phones, setup of cubicle with appropriate office needs, and compiling agendas for new employees from other offices.
  • Working with Microsoft Office tools, including Excel spreadsheets, to create formulas and charts/graphs; this may involve creating and/or revising PowerPoint presentations as well.
  • Make comprehensive travel arrangements and coordinate meetings & conferences – this will involve arranging facilities, transportation, lodging, and special activities.
  • Coordinating events for meetings and/or hospitality which may include choosing the most appropriate event site, organizing schedules, deciding on the menus, securing accommodations, and planning for the transportation of the attendees (i.e. staff meetings, onboarding, training, onsite health screenings, Sales pipeline/opportunity teleconferences, safety training, etc.).
  • Compose monthly safety newsletter and distribute to the Sales team.
  • Provide general support on variety of activities & related tasks: (e.g. direction of incoming calls, invoice processing, etc.)
  • Deal with a diverse, multinational population at all levels of the organization while exercising sound independent judgment in planning, prioritizing and organizing – this may involve recommending improvements in office practices or procedures. 
  • Support internal & external communication activities (i.e. maintain distribution lists, disseminate Monthly Sales Reports, promotional mailings, annual customer relationship NPS surveys, etc.).
  • Maintains lists of documents, codes, ensures that the reviews, numbering, distribution, filing and registration are in compliance with procedures.
  • Effectively communicates appropriate information to stakeholders in a timely manner. 
  • Ensures that Linxon is presented as a professional organization in all interactions with the customer
  • Applies company procedures related to document management information systems correctly. Verifies the format, receipt, registration, number, filing, recovery and the issue of documents.

Basic Qualification:

  • Minimum associate’s degree with 3 years of professional experience in similar positions.  Self-directed and highly-motivated.
  •  Able to work in a fast-paced and deadline-driven environment.
  • Good working knowledge of MS Office and Adobe Acrobat

Preferred Qualifications: 

  • Excellent communication skills (verbal & written) – demonstrated experience in creating correspondence and communications is highly preferred.
  • Detail-oriented and well-organized professional demeanor.
  • Demonstrate a proven track record for delivering assignments on-time with exceptional accuracy. 
  • Proactive communication skills to effectively interface and coordinate activities involving management and employees.
  •  Experience organizing events & meetings.
  •  Experience working with expense management tools (especially Concur).

To know more about Linxon click on the Video link below:

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