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Executive Assistant - CFO & GC

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Offered by:

Weber-Stephen Products LLC

Administration / Secretarial
Frankfurt

Summary:

Reporting directly to the Chief Financial Officer, this Executive Administrative Assistant provides lead administrative support to the CFO and the GC, and coordinates the Board of Directors for Weber-Stephen Products. This role interacts with all levels of Weber management and corporate employees across all our global regions (and time zones), and has direct contact with Weber Directors, key customers and vendors, external organizations and consultants, and occasionally even end-consumers, regarding all aspects of Weber business operations. This individual must have exceptional communication and organization skills, and a strong work ethic with high attention to detail and follow-ups. S/he should be a self-starter with high initiative, who can work independently but also thrives in a dynamic, results-oriented, and fun business environment.

Essential Duties and Responsibilities:

Executive Administrative Support: Provides executive-level support to assigned senior leadership. Tasks include but are not limited to:
  • Heavy calendar management
  • Significant international and domestic travel arrangements
  • Composing, preparing, editing correspondence – not only to and within the company organization, but often with outside executives or directors, government officials, news media, etc.
  • Department invoicing and light budget work
  • Expense report preparation and credit card statement reconciliation
  • Acting as primary liaison between internal and external contacts when coordinating meetings and events.
  • Coordinating sign-offs and approvals needed from executives by various folks across the organization – finding a way to provide access without letting calendars or timelines get bogged down; sometimes requiring creative problem solving
  • Partnering closely with each executive to ensure they are well informed of upcoming commitments and responsibilities, and following up as needed
  • Screens incoming calls, receives and routes mail, and responds to general requests for information on behalf of each executive, where appropriate
  • Provides clear and direct communication between each executive and their staff; demonstrates leadership to gain and maintain credibility, trust, and respect of all employees
  • Coordinates and schedules internal meetings and department events, creates meeting agendas and follow-up meeting notes, as needed
  • Creates or edits PowerPoint presentations, as needed
  • Develops and maintains a solid working relationships with other administrative assistants, both domestically and globally in Weber offices around the world
  • Other duties as assigned

Board of Director Meetings / Offsite Meeting Planning: Assists with the logistics for quarterly Board Meetings, requiring interaction with external board directors and BDT Capital. Also responsible for planning efforts for any off-site Board meetings as deemed necessary (e.g. recent Board Meeting in Frankfurt Germany).
  • Conducts site inspections and determines appropriate venues / facilities (i.e., hotels), caterers, ground and air transportation, etc…, negotiates cost-effective contracts with all associated vendors
  • Manages the meeting’s payment schedules and budget
  • Prepares meeting agendas, coordinates food and beverage for each meeting, and communications regarding the meetings, and prepares calendar invitations for each meeting
  • Coordinates logistics and travel for several Board Directors around the meetings
  • Works with Weber culinary teams and grillmasters to coordinate the menu and food planning, which is a fun and important element of Weber Board meetings
  • Produces presentations for the event, and coordinates any outside speakers, presenters or guests

Senior Leadership Team Coordination: Work with SLT members, and their respective assistants, to ensure productive SLT business rhythm and prioritization of activities/dialogues.
  • Schedule SLT meetings and coordinate/assemble agenda in advance of meeting, ensuring that each SLT member’s needs are met and that they are adequately prepared for engagement
  • Attend SLT meetings and take meeting minutes, as needed
  • Work with CFO and the SVP Transformation PMO to ensure all important company deliverables or issues are put in front of CEO and SLT for fast decision making

Competencies:

  • Maintains confidentiality and exercises discretion when handling sensitive, highly confidential materials and matters at all times
  • Builds successful and trusting relationships with CFO’s and GC’s direct reports
  • Builds successful and trusting relationships with Weber’s Board Members and BDT
  • Builds successful and trusting relationships with other SLT executives and their executive assistants
  • Can represent / respond on CFO’s or GC’s behalf during their absence, as appropriate
  • Can adapt quickly to a changing environment or a crisis management situation, keeping the business’ priorities in focus
  • Maintains composure in stressful situations
  • Displays enthusiasm for the job, and contributes to fun environment at Weber
  • Proficient at and enjoys multi-tasking in role
  • Exhibits professional behavior that creates trust and confidence in his/her abilities
  • Consistently demonstrates a team attitude with a “no job too small” approach to their work
  • Possesses a positive attitude in approach to responsibilities and colleagues
  • Strong attention to detail and follow-up
  • Anticipates executives’ administrative needs; proactively identifies and recommends actions to meet those needs
  • Seeks out additional responsibilities and takes personal initiative to drive positive change
  • Proactively lends support to fellow EA team members for special projects and/or when needed

Education and Experience Requirements:

  • Minimum high school graduate possessing some formalized executive assistant training; Associate’s or Bachelor’s degree preferred
  • Minimum 10 years’ experience supporting multiple senior-level, C-suite executives
  • Experienced interacting and coordinating with a Board of Directors
  • Experience in a global organization with significant international engagement and planning preferred
  • Experience in a consumer products / manufacturing industry beneficial
  • Proven success in managing multiple work assignments, and high degree of complexity
  • Experience with planning and coordinating large internal and external off-site meetings
  • Ability to communicate effectively – in both oral and written communications
  • Experience taking meeting notes and distributing action items with appropriate follow-up
  • Possess an aptitude for new technology
  • Highly proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, and TEAMS)

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.

Requisition ID: 354