Executive Assistant

At Iron Mountain we know that work, when done well, makes a positive impact for our customers, our employees, and our planet. That’s why we need smart, committed people to join us. Whether you’re looking to start your career or make a change, talk to us and see how you can elevate the power of your work at Iron Mountain.

We provide expert, sustainable solutions in records and information management, digital transformation services, data centers, asset lifecycle management, and fine art storage, handling, and logistics. We proudly partner every day with our 225,000 customers around the world to preserve their invaluable artifacts, extract more from their inventory, and protect their data privacy in innovative and socially responsible ways. 

Are you curious about being part of our growth stor​y while evolving your skills in a culture that will welcome your unique contributions? If so, let's start the conversation.

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. This role will handle details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. The candidate 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. The candidate will be required to be available during regular business hours, and on limited occasions- evenings/weekends- depending on the Executive travel schedule.

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 internal department meetings. 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.
• Responsible for ordering equipment for new hires & determining system access. Support the onboarding process for new employees to the department.
• 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.

Key Skills, Requirements and Competencies:

• Bachelor’s degree or equivalent experience.
• 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.