Key skills
SAPLeadershipCommunicationCollaboration
About this role
Samsonite, a global leader in travel luggage and accessories headquartered in Mansfield, MA, is seeking an Executive Assistant to provide dedicated support to the Office of the CIO. This role is crucial for ensuring the seamless operation of IT leadership by handling a variety of administrative duties for the CIO, demonstrating exemplary organizational and communication skills, and managing department invoices and PO processing specifically related to our IT spend. This is a hybrid role – we work on site 4 days and remotely 1 day, weekly.
Administrative Support
- Provide high-level administrative support to the CIO, including managing complex calendars, scheduling meetings, preparing detailed reports, and handling sensitive correspondence related to Samsonite’s global IT operations.
Organization
- Maintain a well-organized office environment, ensuring that all files, documents, and supplies related to Samsonite’s IT operations are systematically arranged and easily accessible.
Communication
- Act as a liaison between the CIO and internal/external stakeholders, ensuring clear and effective communication. Draft professional emails, memos, and other documents as needed to support Samsonite’s IT initiatives.
Invoice Management
- Oversee the meticulous processing of invoices related to IT expenditures, ensuring accuracy and timely payment in line with Samsonite’s financial protocols.
PO Processing
- Manage and process purchase orders (PO) for IT equipment and services, ensuring compliance with Samsonite’s procurement policies and budget constraints.
Travel Coordination
- Arrange comprehensive travel itineraries, accommodations, and transportation for the CIO, ensuring every detail aligns with their schedules and preferences.
Meeting Preparation
- Prepare detailed agendas, take precise minutes, and distribute action items for meetings. Follow up rigorously on their execution to support the CIO in achieving their goals.
Event Planning
- Organize and coordinate company events, conferences, and executive off-sites, reflecting Samsonite’s brand and values in every aspect of the planning and execution.
Confidentiality
- Handle all sensitive information with the highest degree of confidentiality and discretion, in line with Samsonite’s corporate guidelines.
Other Administrative Tasks
- Handle other administrative requirements as requested by the CIO
Qualifications:
- Proven experience as an executive assistant or in a similar administrative role, preferably within a large, global organization like Samsonite.
- Exceptional organizational and time-management skills, with the ability to manage multiple priorities and tasks in a dynamic environment.
- Strong written and verbal communication abilities, demonstrating professionalism and clarity in all interactions.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other relevant software used at Samsonite.
- Experience with invoice management and PO processing, preferably within the context of IT expenditures and SAP.
- Ability to multitask and prioritize tasks in a fast-paced environment, reflecting the demands of a global business leader like Samsonite.
- Attention to detail and strong problem-solving skills, ensuring precision and accuracy in all tasks.
- Ability to work independently and as part of a team, demonstrating flexibility and collaboration.
- High level of professionalism and confidentiality, crucial for handling sensitive information at Samsonite.
- Accounting degree or equivalent experience preferred, with a background in business administration or a related field being advantageous.