• Executive Assistant

    Job Location(s) US-MA-Boston
    Requisition #
    2018-17805
    Category
    Administration
    Type
    Full-Time
  • 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

    The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the Executive office. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, 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 pace environment and possess excellent judgment. S/he will be required to be available during regular business hours, and on limited occasions- evenings/weekends- depending on the Executive travel schedule.

     

    Job Responsibilities:

    • Manage external contacts for Executive, 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 Executive facilitates 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 Executive, ensuring that s/he knows Executive’s schedule 24 hours in advance and 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 Bi-weekly Staff Meetings, All Hands Meetings, Townhalls, and Lunch & Learns. 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.
    • Manage process for identifying and delivering the Marketing Stars award and various spot awards for team members. Responsible for ordering equipment for new hires & determining system access. Support the onboarding process for new employees to marketing.
    • When necessary, assists with office management activities including, ordering food and supplies, room set-up, cleaning of cubes, etc. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
    • 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.
    • Anticipate the needs of the Executive and act accordingly.
    • Act as the Executive’s representative and ambassador to external constituents as directed. Codes departmental invoices.
    • Process and maintain expenses for Executive and VP’s of the department.
    • Completes special projects as requested.

     

    Qualifications

    • Bachelor’s degree or equivalent experience.
    • Position is located in downtown Boston, and requires in-office Monday-Friday.
    • Minimum 5 years or equivalent work-related experience supporting C-level or SVP Executives.
    • Demonstrated ability to handle confidential information appropriately.
    • Highly proficient in the following software programs: (Word, /Excel/PowerPoint, databases).
    • Extensive experience in administrative preparation of presentations.
    • Excellent written and verbal communication skills.
    • Ability to stay focused, efficient, and effective in managing multiple priorities.
    • Professional demeanor and ability to defuse emotional situations in a calm manner.
    • Strong interpersonal skills and good judgment.
    • Proven ability to work independently to achieve accomplishments.
    • Ability to communicate effectively with all levels of employees and outside contacts.
    • Experience working in an International arena a plus. Mature, energetic with a ‘let’s roll up our sleeves’ attitude.
    • Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment
    • Ability to provide after hour and flexible support a must.

     

    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