Iron Mountain Executive Assistant, Crozier in New York, New York

Overview

Iron Mountain Incorporated (NYSE: IRM), founded in 1951 and ranked as a Forbes 2018 America’s Best Employers, is the global leader for storage and information management services. Trusted by more than 225,000 organizations around the world, Iron Mountain stores and protects billions of valued assets, including critical business information, highly sensitive data, and cultural and historical artifacts. Providing solutions that include information management, digital transformation, secure storage, secure destruction, data centers, cloud services and art storage and logistics, Iron Mountain helps customers lower cost and risk, comply with regulations, recover from disaster, and enable a digital way of working. Visit www.ironmountain.com for more information.

Crozier Fine Arts is an Iron Mountain Business. Crozier serves the art world ecosystem through our strategic network that spans North America and Europe. By design and execution, Crozier can meet the needs of any collection, whether private or institutional, offering unparalleled technical expertise in the handling, installation, and storing of art. Our mission is to preserve culture and innovate best practices to protect the value and integrity of assets and ensure art that matters today is here for generations to come.

Responsibilities

Reports To: GM SVP North America

Department/Location: New York City, Chelsea

# of Direct Reports: N/A

Job Family: Administrative Management

Job Summary: The Executive Assistant to SVP and COO Crozier

The Executive Assistant (EA) will provide executive support to the COO and SVP - GM North America, Crozier and their senior management team. Crozier, as part of Iron Mountain Adjacent Business group, is a newly established organization within Iron Mountain. In addition to Crozier, the Adjacent Business function includes Consumer Storage and Iron Mountain Entertainment Services. The primary goal of this role is to enable the SVP and COO to be as productive and effective as possible through direct support and coordinating and/or supporting the broader leadership team of Crozier indirectly as needed.

Qualifications

A successful candidate will be able to manage a wide variety of situations and tasks including, but not limited to:

  • Complete a variety of administrative tasks with precision and against tight deadlines.

  • Manage, logically organize and execute the principals’ calendars; coordinate schedules within the Crozier / Iron Mountain organization and across the leadership team; and manage scheduling and logistics associated with external customer, partner and third-party engagements

  • Ensure Smartsheet communication between Crozier Senior Management Team is actioned on weekly basis

  • Prepare expense reports in a detailed and timely manner

  • Perform approvals, data management and entry, and other coordinating actions across multiple systems (e.g.payroll, inventory, training, logistics, compliance)

  • Develop cost-effective travel plans and meeting arrangements that often include complicated itineraries, visa/passport coordination; briefing documents/backgrounders, contact information, etc. needed for upcoming meetings

  • Senior Team, Project and Meeting Planning & Coordination

  • Develop art market awareness, connect new opportunities to CRM campaigns and follow up

  • Research, prioritize, and follow up on issues and concerns addressed to the Principals, including those of a sensitive or confidential nature

  • Will be expected to handle highly confidential information with discretion. Compose, prepare and edit correspondence that may be confidential in nature, communicate accordingly

  • Represent the Crozier and AB Organization and build relationships with key stakeholders in the Crozier, AB and Iron Mountain Core Business.

  • Work collaboratively and effectively with the Principals to keep them well informed of upcoming commitments and responsibilities; follow up as necessary

  • Ensure close co-ordination, minutes and actionable support for Crozier Senior Management Team

At the heart of this role lies an extremely organized and detailed individual. The appropriate candidate for this position must possess a number of qualities. S/he will be:

  • Discrete in handling confidential data for the Principals and other members of the senior management team

  • Self-motivated and able to work independently with a sense of urgency and minimal direction

  • Experienced in the commercial art world, abreast of current market / curatorial developments

  • Flexible and proficient in handling multiple tasks over the course of the day

  • Forward thinking, self-starter, and ability to prioritize and multi-task in a fast-paced environment is a must

  • Poised and tactful in communicating internally with Senior Management and wider teams and externally with business partners and investors (via telephone, email and in person)

  • Possess good judgment when prioritizing and committing the Principals time

  • Most importantly, the EA must be an excellent communicator and relationship builder. In an organization that values and relies on relationships to ‘get things done,’ the EA will help the Principals navigate the organization by building genuine relationships and knowing who to call and when to call them. S/he will be a cooperative back-up for the other EAs and willing to take direction from multiple stakeholders.

Ideal Experience/Education/Skills

  • 5+ years of executive administrative support experience, ideally in a client services environment, with a minimum of three years supporting EVP level or above--preferably C-level executive(s)

  • Global company experience

  • Fluent in MS Office suite (Outlook, Excel, PowerPoint); comfortable with new technology and applications (e.g., Oracle, Workday, Salesforce.com). Knowledge of MS SharePoint a plus

  • bachelor’s degree preferred

Disclaimer: This job description is not meant to be an all-inclusive statement of every duty and responsibility of the jobholder. Certain features of this job are described in the above headings but are not necessarily limited to the above written statements. They may be subject to review. All positions within Iron Mountain may include other duties as assigned.

Every Iron Mountain employee has an obligation to promptly report issues and violations.

Iron Mountain is an equal opportunity employer, and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, marital status, age, sexual orientation, gender identity characteristics or expression, disability, medical condition, U.S. Military or veteran status or other legally protected classifications in making employment decisions.

Iron Mountain is an equal opportunity employer, and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, marital status, age, sexual orientation, gender identity characteristics or expression, disability, medical condition, U.S. Military or veteran status or other legally protected classifications in making employment decisions.

Requisition # 2019-20153

Category Administration

Type Full-Time