• Executive Assistant

    Job Location(s) US-MA-Boston
    Requisition #
    2018-17247
    Category
    Administration
    Type
    Full-Time
    Work From Home (Virtual)
    No
  • Overview

    Founded in 1951, Iron Mountain Incorporated (NYSE: IRM) is the global leader in storage and information management services. Iron Mountain is committed to storing, managing and transforming what our customers value most, from paper records to data to priceless works of art and culture. Providing a full suite of solutions – records and information management, data management, digital solutions, data centers and secure destruction – Iron Mountain enables organizations to lower storage costs, comply with regulations, recover from disaster, and protect their data and assets from a complex world. Visit the company website at www.ironmountain.com for more information.
     
    Iron Mountain enables 94% of the Fortune 1000 to smartly and securely manage their physical and digital information assets. With unmatched innovation and collaboration, our teams create information management solutions for our customers’ data, no matter what format, location or lifecycle stage it’s in and no matter where it’s kept. We are more than 17,000 people strong and growing. We’ve been a trusted records management leader since 1951.
     
    Iron Mountain is an equal opportunity employer, and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, marital status, age, sexual orientation, gender identity characteristics or expression, disability, medical condition, U.S. Military or veteran status or other legally protected classifications in making employment decisions.

     

     

    Responsibilities

    Based in Boston, the Executive Assistant (EA) will provide executive support to the EVP of Adjacent Businesses (AB) and his global team. This group is a newly established organization within Iron Mountain.  The Adjacent Business function includes Consumer Storage, Iron Mountain Entertainment Services, and the Crozier Fine Arts businesses  The primary goal of this role is to enable the EVP to be as productive and effective as possible while indirectly supporting the broader leadership team of the Adjacent Business organization.

     

    This position requires strong oral and written communications skills and an ability to think independently to address and solve day-to-day planning and tactical issues and longer-term project based initiatives. Key activities focus on managing calendar and commitments, handling executive logistics, editing and building presentation materials, taking on special projects and providing other types of executive support.

     

    The EA will be a high initiative, conscientious, organized, collaborative and resourceful go-getter, who can lighten the administrative load of the EVP and his leadership team. S/he will serve as the primary point of contact for the EVP and his organization and will be called upon to actively think and “connect the dots” in anticipating the EVP’s needs while developing approaches that reduce the time spent by the EVP on administrative related issues. 

     

    A successful candidate will be able to manage a wide variety of situations and tasks including, but not limited to:

     

    Administrative Support

    • Complete a variety of administrative tasks with precision and against tight deadlines. Anticipated activities would include:
    • Manage, logically organize and execute the EVP’s calendar; coordinate schedules within the AB organization and across the leadership team; and manage scheduling and logistics associated with external customer, partner and third party engagements
    • Prepare expense reports in a detailed and timely manner
    • Develop cost-effective travel plans and meeting arrangements that often include complicated itineraries, visa/passport coordination; briefing documents/backgrounders, contact information, etc. needed for upcoming meetings
    • Coordinate meetings, events and executive briefings;
    • Managing incoming email and requests for EVP’s time
    • Team, Project and Meeting Planning & Coordination
    • For both individual actions and more complex projects, prioritize conflicting requests, independently and proactively handle matters, follow through on projects to successful completion, all while recognizing frequent deadline pressures
    • Manage progress against open items/required actions; ensure follow up activities are completed on time with high quality deliverables
    • Research, prioritize, and follow up on issues and concerns addressed to the EVP , including those of a sensitive or confidential nature
    • Compose, prepare and edit correspondence that may be confidential in nature
    • Represent the AB Organization
    • Work collaboratively and effectively with the EVP to keep him well informed of upcoming commitments and responsibilities; follow up as necessary
    • Plan, organize and coordinate activities and events often with limited direction and/or oversight
    • Conduct outreach, structure contracts and close negotiations with outside firms and vendors
    • Serve as back-up for the other Executive Assistants

     

    At the heart of this role lies an extremely organized and detailed individual. The appropriate candidate for this position must possess a number of qualities. S/he will be:

    • Discrete in handling confidential data for the EVP and other executives
    • Self-motivated and able to work independently with a sense of urgency
    • Flexible and proficient in handling multiple tasks over the course of the day
    • Poised and tactful in communicating internally with senior executives and externally with business partners and investors (via telephone, email and in person)
    • Possess good judgment when prioritizing and committing the EVP’s time

     

    Qualifications

    • 5+ years of executive administrative support experience, ideally in a client services environment, with a minimum of three years supporting EVP level or above--preferably C-level executive(s)
    • Global company experience
    • Fluent in MS Office suite (Outlook, Excel, PowerPoint); comfortable with new technology and applications (e.g., Oracle, Workday, Salesforce.com). Knowledge of MS SharePoint a plus
    • Bachelor's degree preferred

     

    Critical Competencies

     

    • Proactive and Trusted Administrator: In a demanding environment with competing priorities, the EA will gain the EVP’s and other executive’s trust and demonstrate his/her value by:
    • Proactively identifying how to reduce the amount of input needed and the number of decisions made by the EVP
    • Keeping the EVP well informed of upcoming commitments and responsibilities, and following up appropriately
    • Handling confidential information with extreme discretion
    • Working with a sense of urgency and efficiency, and demonstrating professionalism at all times

     

    Organized and Detailed Problem Solver: In a global company where the EVP and other executives travel extensively and are in high demand across the enterprise, the EA will find ways to enable both executives to be more effective and productive (wherever they might be):

     

    • Coordinating schedules that are well thought through and flawlessly executed
    • Completing a variety of administrative tasks with precision and against tight deadlines.
    • Balancing competing demands and anticipating and prioritizing what’s most critical, while demonstrating the highest level of customer/client service
    • Working easily in both team and independent situations
    • Using existing and adapting to new administrative technologies to provide deliverables highly proficient with Microsoft Office products and web tools
    • Relationship Builder: In an organization that values and relies on relationships to ‘get things done,’ the EA will help the EVP build relationships and navigate the organization effectively by:
    • Communicating professionally in a cordial, confident and well-informed manner with stakeholders and their executive assistants, and Iron Mountain employees
    • Building own relationships based on a genuine interest in others and willingness to be helpful
    • Assuming the best intentions in others, being inclusive, and partnering closely with colleagues to find solutions and deliver results

     

    Other Attributes/Competencies:

    • Capable of handling a fast pace environment associated with changing demands and priorities; strong problem solver with ability to tackle complex issues
    • Collaborative, with strong ability to work across diverse work groups with differing objectives
    • High energy, proactive, high-initiative, resourceful, sense of urgency
    • Active thinker; conscientious, discrete and quality oriented
    • Confident, with strong interpersonal awareness, low ego and gracious attitude
    • Great team player with good sense of humor

     

     

    Compliance Obligations:

     

    It is the responsibility of every Iron Mountain employee:

    • to comply with all applicable laws, rules, regulations, and company policies
    • to exhibit ethical behavior in accordance with our Code of Ethics and Business Conduct 
    • to complete required training within the allotted time frame