Executive Assistant - Ecolab Board of Directors

The Executive Assistant will perform standard and advanced executive assistant duties, including handling highly confidential information. This position requires a high degree of cooperation with other executive assistants, and frequent interaction with senior executives and external partners.

To be successful in this role you must communicate well, enjoy working both independently and with others, have excellent project management capabilities, be flexible, have writing and advanced computer skills including PowerPoint and Excel, and be able to proactively identify opportunities for improvement in processes/routine tasks. You will be asked to master software applications used in support of the Board.

This position is located at our Corporate Headquarters office in Saint Paul, Minnesota, and eligible for the hybrid work schedule with an expectation of 100% on-site when necessary to meet the in-person demands of the role in preparation for Board meetings.

What You Will Do:

Board Activity in Support of Chairman:

• Coordinate Board Calendar Scheduling
  • Coordination with senior executive assistants across functions to schedule required meetings, including but not limited to:
    • Audit Committee prep
    • Compensation & Human Capital Management Committee prep
    • Finance Committee prep
    • Governance Committee prep
    • Safety, Health & Environment Committee prep
    • Board prep sessions
    • Internal Board follow-up/debrief meetings
    • Logistics team meetings
• Co-own and co-manage Board of Directors Outlook calendar
  • Send calendar invitations for Board and Committee meetings from the Board of Directors calendar
  • Ensure calendar holds are sent for all published Board of Directors meeting dates
  • Send calendar invitations for committee preparation meetings involving Board Directors from the Board of Directors calendar, in collaboration with senior executive assistants
• Maintain working summary of all meetings prior to each BOD meeting
• Email Communications - including events-related communications
  • Assist with draft communications to directors and meeting attendees with meeting details
  • Draft and send pre-meeting communications to Board members and meeting attendees with confirmation of individual logistics
  • Assist with preparation of annual communication to Board members with meeting dates and locations for upcoming year
  • Assist with preparation of annual communication to internal attendees and assistants (COO/CFO/CHRO) with dates and locations for upcoming year
• Prepare summaries of Director flight options to help plan proposed Board agendas and meeting timing
• Prepare cheat sheets and Wi-Fi instruction cards
• Manage related logistics - transportation reservations and all changes, air arrangements and related summaries
• Track Board meeting logistics - Attendee list, run of show
• Cross functional assistance with seating charts and meal selections
• Process Board Expense Reimbursements

Additional Activities in Support of CEO:

• Prepare CEO expense report
• Review and approve expense reports on behalf of CEO for direct reports
• Prepare Corporate Aircraft flight utilization reports
• Maintain CEO Outlook contacts and distribution lists
• Prepare Holiday Cards distribution lists
• Prepare and send GMT anniversary cards
• Event preparation assistance (name badges/attendee lists)
• Visa and passport applications
• As needed, act as on-site back-up executive assistant during vacation/absence of other senior executive assistants
• Other special projects and support as assigned

Minimum Qualifications:

• High School Diploma or equivalent
• Five years of professional experience, with exposure to executive levels of leadership
• Expert Proficiency in Microsoft Office skills (Word, Excel, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday, Concur, Board Vantage, and Legal Tracker
• Excellent grammar, punctuation and spelling
• Understanding of deadlines with minimal supervision
• Demonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issues
• Excellent organizational, project management, and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilities
• Exceptional interpersonal skills, collaboration, friendly and professional demeanor
• Ability to uphold the strictest level of confidentiality and effectively manage sensitive information with professionalism and speed

Preferred Qualifications:

• Bachelor's Degree
• 2 years of experience working for a Fortune 500 company
• 3 years of corporate experience in companies with more than 10,000 employees
• 2 years of legal secretary experience
• Proficiency in calibration and delegation of duties
• Previous experience as an Executive Assistant reporting directly to senior management
• Strong verbal and written communication skills
• Demonstrated follow-through and results delivery
• Flexibility to respond to urgent project needs and shifting priorities
• Strong customer focus and approachability
• Critical thinking, analytical, and problem-solving skills
• Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment
• Adaptability and flexibility, with a willingness to collaborate in a team environment

Benefits

Ecolab strives to provide comprehensive and market-competitive benefits to meet the needs of our associates and their families.Click here to see our benefits.

If you are viewing this posting on a site other than our Ecolab Career website, view our benefits at jobs.ecolab.com/working-here.

Our Commitment to a Culture of Inclusion & Belonging

At Ecolab, we believe the best teams are inclusive. We are on a journey to create a workplace where every associate can grow and achieve their best. We are committed to fair and equal treatment of associates and applicants and recruit, hire, promote, transfer and provide opportunities for advancement based on individual qualifications and job performance. In all matters affecting employment, compensation, benefits, working conditions, and opportunities for advancement, we will not discriminate against any associate or applicant for employment because of race, religion, color, creed, national origin, citizenship status, sex, sexual orientation, gender identity and expressions, genetic information, marital status, age, disability, or status as a covered veteran.

In addition, we are committed to furthering the principles of Equal Employment Opportunity (EEO) through Affirmative Action (AA).

We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act.