Executive Assistant - Experience Coordinating International Travel

NAVTEQ is the leading global provider of digital map, traffic and location data that enables navigation and location-based platforms globally.  We supply this comprehensive data to power automotive navigation systems, portable and wireless devices, Internet-based mapping/traffic applications and government and business solutions.  NAVTEQ data is the cornerstone of a myriad of location-based solutions that enhance mobile consumers’ access to location information. Helping our customers connect effectively to mobile consumers is an exciting, daily challenge at NAVTEQ.

Customers rely on NAVTEQ digital map information for use in their applications because of its accuracy, detail and completeness. And they rely on NAVTEQ as their trusted collaborator to help them get their location–based products to market as quickly and efficiently as possible.

We are currently looking for an Executive Assistant in Chicago, IL.

Position Summary:

The incumbent is responsible for performing executive administrative duties for the Executive Vice President of Global Sales.  This role manages the executive’s schedule, arranging appointments, organizing extensive international travel, customer and internal meetings, conference calls, etc.  Work requires analysis and use of initiative and independent judgment with frequent access to confidential and highly complex information.  The incumbent is knowledgeable of corporate policy and is often called upon to interpret and communicate the Executive Vice President’s intent to other managers.  The EA position requires a minimum of 7 to 10 years of progressively responsible administrative experience.

Responsibilities:

• Manages EVP’s schedule, making appointments and establishing agendas, and will often be required to prioritize due to multiple meetings occurring at the same time
• Arranges and coordinates frequent international business travel
• Serves as a key contact person with customers, and their administrative assistants, as well as internally to ensure timely responses to requests and to help increase the productivity of the EVP by handling routine requests for information
• Coordinates Customer Days and handles all logistics associated with other customer meetings to ensure a positive and professional experience by our customers
• Coordinates team meetings and attends team conference calls to capture meetings minutes and ensure follow-up on key actions
• Provides assistance when required for major events such as User Groups and Executive Events
• Prioritizes incoming mail and e-mail
• Manages incoming phone calls and ensures quick access to EVP for key customers and urgent internal requests
• Collects information and publishes regular monthly documents such as Key Performance Indicators (KPIs)
• Creates reports from Salesforce.com and maintains other “tracking spreadsheets” that help measure monthly performance
• Establishes a filing system to ensure information is well organized and can be easily retrieved
• Prepares and submits expense reports in a timely manner and manages all business related expenses
• Handles all confidential material relevant to company operations
• May conduct various analytical special projects, especially involving budgets/forecasting and preparations for Board and senior management meetings.
• Collaborates with various staff and departments in preparing special projects.

Requirements:       

• Associate’s degree, 7 – 10 yrs. related work experience or equivalent combination of education and work experience.
• Exceptional knowledge of administrative practices and procedures
• Well organized with a focus on the details to increase the productivity of the EVP and overall team
• “Customer obsession mindset” with a proven track record of interfacing with senior level executives 
• Strong work ethic with a high sense of urgency
• Ability to proactively manage multiple tasks simultaneously and independently
• Excellent communication and interpersonal skills 
• Professional appearance and presentation
• Assertive team player with the ability to effectively work in an international environment with people from many different cultures
• Optimistic disposition with a good sense of humor
• Highly ethical with the ability to handle the highest level of confidential information
• Excellent working knowledge of Outlook, Word, Excel, PowerPoint and the ability to learn how to utilize other company software/systems such as Peoplesoft and Salesforce.com

An Equal Opportunity/Affirmative Action Employer M/F/D/V