Eaton’s ES AMER PCS division is currently seeking a Executive Assistant CoE. 

PRIMARY FUNCTION:

Support COE Leader and Site Leadership team in operational task / activities. Organize traveled arrangements for employees and visitors. Manage supplies, conference rooms and specific events for the site. 

ESSENTIAL FUNCTIONS:

1.    Responsible to coordinate COE Leader`s Meetings, maintain updated schedule / agenda and give proper follow up to all events including written agreements, letters, e-mails, publications, and others
2.    Responsible to coordinate, communicate and assist General COE Events, meetings, Departmental Teams Meetings, and overall meetings involving visitors, plant Leadership Team or site employees.
3.    Travel arrangements logistics / and related for employees at site assigned:
a.    Indoor: Hotel reservation, car rental/ground transportation, cash allowance and flight schedules, travel insurance issue.
b.    Outdoor: Hotel reservation, car rental/ground transportation and flying schedules, update fares and hotel rates periodically.
4.    Responsible for visitors’ travel arrangements such as: hotel reservations, ground transportation, on site support (conference rooms, refreshers, etc)
5.    Obtain reasonable fares from travel agencies as well as hotel/car rental corporative rates as per Eaton’s policies and fulfill the necessary procedures for approval.
6.    Maintain assigned Conference Room and it’s electronic equipment in good conditions. (Multimedia, overhead projector, screens, etc)
7.    Support and request to PIISA security team access code for general visitors, for the building assigned.
8.    Supply food compliments for visitors and contractors.
9.    Support purchasing processes, in compliance with Suppliers / Finance requirements for this process.
10.    Purchase order requisitions for:
a.    Kitchen supplies.
b.    Air tickets supplies.
c.    Catering services
d.    Furniture
e.    Others: special purchases (example: gift, farewell, etc)
11.    Produce the following monthly reports:
a.    Traveling report including allowance costs for PM
b.    Food compliment consumption control.
c.    Administration supplies / office material cost control.
d.    Expense reports
12.    Support all other requirements from COE Leader / COE Leadership Team
13.    Support activities / celebration logistics related to refreshments, decoration, and or specific requirements (activities such as: outside Leadership Team meetings, Christmas decoration, farewell, etc.)
14.    Comply 5’S requirements in their assigned area.

Responsibilities related to Health, Safety and Environment (EHS):
1.    Execute 100% of monthly safety inspection, in coordination with the MESH Coordinator.
2.    Assist to all EHS training assigned
3.    Support in all safety procedures (MESH).

1.    Bachelor’s Degree in Bilingual Executive Secretary, Business Administration or related fields
2.    Minimum 1 - 3 years of experience in similar roles
3.    Fully bilingual (English/Spanish)
4.    PC/Computer knowledge:  Microsoft Office (Word, Excel, PowerPoint) & Outlook.
5.    Prefer: experience in purchasing and/or events coordination
6.    Competencies:  Thinks and Acts Strategically, Gets Results Through Self and Others, Self development, Digital Mindset

Guidance Received:  
1.    Eaton Vision, Leadership Model and Attributes
2.    Eaton Ethics Code of Conduct.
3.    Eaton Policies and Procedures.
a.    Financial procedures
b.    Travel Allowance / Gift & Entertainment policies
c.    Retention Records.
d.    Purchase / Supplier policies
4.    Instructions given by the CoE Manager and other Leadership Team member

Major or Unusual Problems:  
    Travel arrangements: Suddenly changes / coordination / cancellations with very short time notice.
    Issues that impact visitors logistic: transportation, travel, hotel delays/cancelation.
    Issues with suppliers’ availability
    Cost that impact budget assigned

External Contacts:  
    Travel agency/hotel/car rental – trips/training coordination.
    Catering suppliers/restaurant – reservations/selection places/menus
    External Visitor - /PIISA personal/Meetings
    Cleaning suppliers
Principal Accountabilities:  
    Accurate assistance to the CoEt Manager, LT and Visitors.
    Properly resolve timely duties with less guidance.
    Administration of financial funds assigned
    Assure accomplishment of Eaton policies for:
    Corporative rates at hotels, rent a car, hotels
    Reasonable fares from travel agencies, catering supplies.
    Effective assistance on traveling arrangements and trainings.

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We are committed to ensuring equal employment opportunities for job applicants and employees. Our recruitment processes use balanced selection criteria and avoid unlawful discrimination against applicants on the basis of their age, colour, disability, marital status, national origin, gender, gender identity, genetic information, race or racial origin, religion, sexual orientation or any other status protected or required by law.