The Hertz Corporation Executive Assistant in Oklahoma City, Oklahoma

General Responsibilities

Provide operational and administrative support to the VP, Global Customer Care and the Sr. Management Team, Customer Care. This role requires the ability to effectively manage multiple priorities, heavy administrative and project management volume and general business support responsibilities.

This role requires a versatile, self-starting, forward thinking person, who can work in an aggressive and results-oriented environment. The role requires high levels of accountability, aggressiveness, adaptability and maturity.

  • Operational Excellence:

  • Provides general administrative support including managing the schedules and appointments for Sr. Management. Organize travel arrangements and event/business trip logistics for Hertz staff.

  • Coordinate schedules, arrange meetings, compile and distribute meeting minutes as required. Organize visitor agendas to include facility requirements, notifications and logistics.

  • Responsible for tracking and reporting Travel & Expense financials for Customer Care management and Sr. Management.

  • Responsible for purchase order processing, records management and updates to various data sources.

  • Responsible for purchasing, tracking, and shipping of laptops and support equipment for all Customer Care management staff and their team members.

  • Maintain updated and complete contact information for staff.

  • Respond to inquiries and requests with a sense of urgency and strong customer service mindset

  • Maintains good relationships with internal and external contacts. Disseminates communication and information to all levels, as appropriate.

  • Business Decision Support:

  • Prepare Business Review presentations, reports and other materials for Sr. Management. Provide data collection, analysis and recommendations on continuous improvement initiatives within Customer Care. Track and report on initiatives progress.

  • Participate in benchmarking projects through data collection, validation and analysis of data. Assist with tracking and reporting of performance on identified initiatives

  • Collect periodic operational metrics for reporting and analysis with key stakeholders. Perform special projects in limited scope independently as requested.

  • Take general requests and be able to produce a meaningful, finished analysis with minimal review or supervision. Communicate results, recommendations and findings to management.

  • Special Projects/Reporting:

  • Track and report on special projects to ensure successful completion. Projects to include team communications, special events, community service activities, business reviews, employee recognition, etc.

  • Liaise with Procurement, A/P, A/R and other financial areas to ensure purchasing, reconciliation and other financial projects are current.

  • Responsible for all department correspondence, presentations and reports and communications. Manage, create, edit and distribute organizational communications, departmental newsletters, employee recognition materials and other correspondence in support of Customer Care.

  • Ad-hoc projects and tasks as assigned

Mandatory Requirements

Educational Background:

  • Mandatory High School graduation

  • Business related degree preferred

Professional Experience:

  • 5 years previous Administrative Assistant experience of increasing responsibility

Knowledge/Skills:

  • Individual must be a self-starter with minimal oversight from Sr Management team on projects, initiatives and strategies

  • Ability to set priorities and demonstrate flexibility and adaptability to manage competing and changing priorities

  • Must demonstrate the maturity, confidence and presentation to work with senior management as well as all levels of the organization

  • Must have demonstrated ability to handle multiple tasks simultaneously

  • Must have the ability to meet critical deadlines with a keen attention to detail

  • Must have ability to plan, organize, develop, implement and interpret functional area initiatives, goals, policies and procedures

  • Must demonstrate the ability to communicate effectively in both written and oral format with all internal and external contacts

  • Must be able maintain the highest level of confidentiality and have the ability to handle sensitive material concerning the organization and Sr. Management

  • Must possess in-depth knowledge of office systems including Lotus Notes, MS Office, Word, Excel, PowerPoint and use of internet/browsers

  • Must possess exceptional organizational skills (scheduling, detail orientation, proactive follow-up and overall project management, multi-tasking)

  • Ability to handle pressure situations

  • Demonstrated ability to positively influence others and the morale of those around you

Preferred Requirements

Hertz is a Drug-Free Workplace. All employment is contingent on successful completion of drug and background screening.

EEO/AA: Females/Minorities/Disabled/Vets

Job ID 156203

# Positions 1

Category Administrative/Clerical

Division OKC - Technology Center

Position Type Regular Full Time