Executive Assistant

Who We Are:

TransPerfect was founded with a mission to help the world's businesses navigate the global marketplace. Today, we have grown to be an industry leader organization by helping clients globalize their business no matter what service they might need. TransPerfect provides a full array of language and business support services, including translation, multicultural marketing, website globalization, legal support, and any kind of technology solution.

What You Will Be Doing:

The Executive Assistance is a fast-paced role, which combines elements of the traditional Executive Admin support with the opportunity to acquire a broad skill set of fundamental corporate skills. This person will have a high sense of urgency, proactivity, independence, and ability to think and act quickly to support the Senior Vice President of Production. The Executive Assistance must be eager and ultra-organized, and is responsible for establishing a strong working relationship with the Vice President of Production and acting swiftly on their needs. They will work closely with stakeholders across the company of varying seniority levels and must be able to represent the Vice President of Production in a professional and solutions-oriented way. The Executive Assistant’s ultimate goal is to provide immediate and comprehensive support to the Vice President of Production across all organizational, administrative, and logistical needs.

• Provide direct support to the Vice President of Production across all administrative, logistical, and organizational needs including calendar, time management, internal and external communications, travel, expenses, reservations, hotels, etc.

• Provide direct support for the intake of goods, management of office space, and other needs as deemed necessary for the Rochester, NY office location

• Support any necessary professional and personal administrative tasks as needed (team gifts, bonuses, sending out of notifications, etc.)

• Coordinate meetings (agenda management, materials, documentation, etc.) as needed for both small and large-scale appointments

• Proactively monitor and clearly document projects in progress, and provide regular updates to all associated stakeholders

• Independently manage incoming and outgoing communications as necessary on a project-by-project basis

• Work with other stakeholders (including Senior Management) as needed to reach company goals and follow through on initiatives

• Employ the use of the full range of technology and Microsoft products to support clarity and ease of access to organizational needs (Excel, SharePoint, OneNote, Email, etc.)

• Work alongside the Executive Business Analyst to support all needs of the Vice President of Production on a project-by-project basis

• Provide basic analytical skills in obtaining and sharing data for project visibility

• Create basic presentations as needed based on project necessity

• Proactively monitor project statuses and completion, and employ a highly proactive communication strategy in following up and ensuring deadlines are met

• Apply creative problem-solving, resourcefulness, and proactive thinking to support a solutions-focused orientation

Required Skills:

• Superior written and spoken communication skills in English

• Detail oriented with strong problem-solving skills

• Excellent relationship and communication skills (written and verbal)

• Proficiency in Microsoft Office (Word, Excel, Outlook) and a keen interest to learn and deploy new technology solutions

• Ability to work both independently and collaboratively

• Ability to take initiative with limited direction

• Highly proactive approach

• Strong positive mindset

• Solution-oriented

• Strong work ethic

Desired Skills and Experience

• Prior Executive support experience

• Prior translation industry experience

• Strong analytical skills and intuitive skills

• Ability to handle competing, simultaneous priorities in a fast-paced environment

• Work well with people from a variety of different backgrounds and cultures

• Creative, proactive problem solver, committed to customer service and quality

• Flexible approach, able to operate effectively with uncertainty and change

• Driven, self-motivated, enthusiastic and with a “can do” attitude