Executive Administrative Assistant

Wolters Kluwer N.V. (Euronext: WKL) is a global information services company.The company is headquartered in Alphen aan den Rijn, Netherlands. Wolters Kluwer in its current form was founded in 1987 with a merger between Kluwer Publishers and Wolters Samson.

The Executive Assistant for Global Rewards & HR Service Delivery will provide support to the Executive Vice President and the leadership team to create an organizational environment where people, processes, and technology come together to provide exceptional customer service and esprit des corps. We are a newly formed group - we work hard and thrive on impact and we enjoy what we do and the colleagues with whom we work. The Executive Assistant will be responsible for providing confidential executive level administrative support to assigned executive and associated leadership team. Specific tasks will include: developing and maintaining knowledge of the assigned groups and company; assisting with management team communications; managing and maintaining leader and leadership team schedule; managing travel arrangements and expenses; completing daily administrative functions; and overseeing/coordinating departmental events, meetings, and working sessions. This role will require someone capable of confidently and professionally interacting and supporting C-Suite executives and will be expected to establish effective working relationships with peers inside and outside of Wolters Kluwer. This role will have the opportunity to participate in projects that capitalize on his/her personal knowledge, skills, and abilities.

* Develops and maintains knowledge of department and company by attending and engaging fully in training sessions regarding policies, procedures, and software application usage; studying information provided in a timely manner until mastered; establishing and maintaining competence in all software applications required, including the MS Office suite of products, basic web technologies for updating internal websites, and social media applications like Linked In and internal chat platforms (Yammer); developing awareness and basic knowledge of the business of Wolters Kluwer and the business plans of the HR organization; establishing relationships with company leadership and their administrative support teams. * Assists with executive communication by creating, reviewing, and formatting communications (presentations, emails, Excel spreadsheets) with an attention to detail (e.g. grammar, spacing, font size), ensuring a consistent and professional communication format is used; composing and sending independent responses to emails, when appropriate; fielding incoming correspondence (phone calls, faxes, email); prioritizing issues for executive’s response; selecting the appropriate communication method based on situation, urgency, and message content; ensuring communication is timely; creatively using communication technology; and maintaining contacts in Outlook and mobile directories; reminding executive prior to deadlines. * Aggressively manages and maintains executive’s schedule by continually updating Outlook calendar to ensure it is up-to-date and accurate; prioritizing and arranging meetings to maximize executive’s time efficiency, while balancing business and corporate priorities; determining if executive should be alerted or meeting should be rescheduled when executive is running behind; and helping to determine which events require executive’s presence and which do not. Ensures that all “annual calendar events” (e.g HR Leadership Team meetings, HR Global Town Halls, HR Business Reviews, etc.) are reflected on the calendar, agendas are managed (i.e. proactively establishing executive’s agenda items for upcoming meetings), appropriate planning time is scheduled, and materials are delivered on time. * Manages travel arrangements and expenses by making international and domestic travel arrangements (e.g., airfare, hotel, rental car, car service) according to corporate standards; acquiring any necessary travel visas in a timely manner; managing credits, upgrades, and preferences; creating standardized, professional itineraries, and calendar notifications; verifying all travel arrangements; managing memberships to airline clubs; maintaining records for mileage and travel reward programs; and processing all expense reports, ensuring timely and accurate submission according to expense guidelines. * Completes daily administrative functions by developing and maintaining a filing system structure (electronic and paper) for easy access, storage, retention and housekeeping; purchasing equipment and supplies; receiving, screening, and directing visitors and phone calls to avoid interruptions and maintain the schedule; attending meetings to take minutes, prepare summaries, and distribute action lists; following up on open action items to ensure on time completion; processing vendor invoices, including purchase orders; submitting invoices to accounting; maintaining trade publication subscriptions. * Oversees/coordinates departmental events, meetings (e.g., project, events, town halls, etc.), and working sessions by working with facilitators or leaders to plan meeting/event; managing agenda creation and participation standards (e.g., preparing standard templates for leaders to populate); ensuring invitee list includes all relevant participants; arranging meeting space, catering, audio-visual equipment and other tools when required; taking minutes during meetings; ensuring assigned deliverables and duties emerging from the sessions are known; and tracking completion of deliverables.

* Associates Degree in Business or related discipline or some formal Executive Administration training required. * 8 years of executive administrative experience supporting VP or higher-level executives in for-profit environment. * Extensive knowledge and prior use of Microsoft office suite products – Outlook, Word, Excel and PowerPoint as well as conference and web-based “live meetings” required. * Experience preparing executive facing PowerPoint presentation templates. * Must be knowledgeable about international travel including visas and making last minute travel plans/changes. * High degree of discretion and a sense of appropriateness of what can be communicated to whom is critical. * Ability to work “before and after hours” if necessary for last minute changes to appointments or travel issues. * Carry and use a company mobile device to respond to communications as required. * Flexible to handle changing priorities with minimal to no advance notice.