Summary:

This highly visible role is responsible for directly providing administrative and organizational support to C-suite level executives. Responsibility includes assisting in the management of day-to-day tasks, including but not limited to owning calendar scheduling, meeting coordination and preparation, managing agendas, and drafting emails and communications. This role is critical in ensuring the entire executive leadership team’s effectiveness and productivity, helping to streamline strategic initiatives, optimize meeting efficiency, and be a communication hub for the leadership team.

Major Responsibilities:

• Performs administrative support functions related to schedules, arranging appointments and logistics for visitors, coordinating travel, conference calls, meetings, and presentations based on executive preference. This includes scheduling meetings, maintaining calendars, organizing the presentation of meeting materials, etc., and serving as gatekeeper for schedules.
• Ensures that executives are briefed and prepared for daily schedules and for any issues that could arise during their scheduled appointments, and that issues are resolved related to meetings and travel arrangements.
• Manages assigned projects and/or supports project work as a member of project teams to ensure continuous process improvement and quality project outcomes. Acts as a liaison between executives and others within the organization and externally as appropriate.
• Schedules and coordinates logistics and materials for Executive meetings
• Draft agendas and related materials and assures any action items identified in meetings are addressed within required timeframes.
• Prioritize and manage multiple complex emails and calendars with strong attention to detail and with alignment to organizational priorities and commitments
• Partner with executives on key meetings, ensuring agendas are set and communicated, preparing materials, sending out recaps and following up on actions and decisions
• Demonstrate strong customer service and use of judgement relating to proprietary business information, data, transactions, and correspondence
• Anticipate business needs of the executive team, proactively identifying solutions and recommendations to facilitate deadlines and achieve goals
• Maintain in-depth knowledge of office management procedures and departmental and legal policies and assist in the implementation and monitoring of them
• Work with the executive team and key players to operate in a post-COVID working office/remote/hybrid solution, with an emphasis on ensuring collaboration and inclusion in a remote culture

Expertise Needed

• Post-secondary education in a business-related field strongly preferred
• Minimum of 3-5 years previous experience of support at the senior or executive level
• Proficiency in Microsoft products: PowerPoint, Excel, Word, Outlook, Teams
• Experience with SharePoint and Concur is desirable
• Proven experience in preparing presentations for Senior Teams and Board Members
• Experience working in a fast-paced and demanding environment
• Project management/event coordination skills
• Able to demonstrate use of considerable initiative to meet strict deadlines
• Ability to anticipate and take independent action on handling requests; determine the appropriate course of action, intervene where necessary
• Superior organization skills with high attention to detail, precise, accurate, focused, action-oriented
• Exceptional written, presentation and oral communication skills
• Professional demeanor, trustworthy with highly confidential information, exceptional interpersonal skills
• Highly self-motivated with the ability to work independently
• Customer-focus mindset #HP