Executive Assistant
About The Position
Perform a wide range of administrative tasks for multiple executives or senior level management. Tasks may vary depending on specific business unit needs. Assist with miscellaneous clerical tasks, including data entry, ordering office supplies, copying, and printing. Maintain databases and generate reports upon request. Routinely privy to sensitive material, including establishing and maintaining confidential files. Review email, research, and independently respond on behalf of management acting as a liaison to internal and external stakeholders. Demonstrate expert calendar management of demanding schedules across multiple time zones, including prioritizing meeting requests, resolving conflicts, and ensuring executives are prepared for all commitments. Schedule, record, and utilize company approved AI to transcribe team meetings. Arrange team dinners and offsite activities. Compile and routinely update a list of all upcoming conferences to support proactive planning and preparation for executive travel. Coordinate, with alignment across departments, intricate domestic and international travel arrangements utilizing travel booking platforms and travel agencies as appropriate while maintaining adherence to company policies. Manage all entry applications and documents for travelers, including passports, visas, Electronic Travel Authorizations (ETA’s) and arrival cards as required to meet requirements of planned travel locations. Develop detailed travel agendas for each trip outlining flights, ground transportation, accommodations, scheduled meetings, dining plans and key points of contact. Maximize team overlap, collaboration, and overall productivity when tracking critical deadlines to register executives for conferences and submitting one-on-one meeting requests to applicable conference attendees. Respond swiftly and efficiently to urgent mid-travel changes and cancellations always maintaining clear communication with travelers. Recognize and act on the need to engage Travel Services, Safety and Security, and Risk personnel as appropriate for safety concerns that arise before or during management’s travel. Prepare and process expense reports for all supported executives. Organize departmental projects from implementation through completion. May mentor and review the work of lower-level staff. Occasionally assist in onboarding new hires and internship candidates. Carry out additional duties as assigned.
Requirements
- Excellent interpersonal and customer service skills.
- Strong clerical and administrative skills.
- Advanced digital literacy, including MS Word, Excel, PowerPoint, Teams, databases.
- Excellent organizational skills with the ability to prioritize and balance multiple tasks independently.
- Strong verbal and written communication skills.
- Excellent attention to detail.
- Strong problem-solving skills.
- Ability to maintain confidentiality.
- High School diploma or GED required.
Nice To Haves
- College degree preferred.
- Minimum of three to five years administrative support experience required, with some experience supporting senior management.
- Literacy in travel and expense management platforms.
Responsibilities
- Perform a wide range of administrative tasks for multiple executives or senior level management.
- Assist with miscellaneous clerical tasks, including data entry, ordering office supplies, copying, and printing.
- Maintain databases and generate reports upon request.
- Establish and maintain confidential files.
- Review email, research, and independently respond on behalf of management acting as a liaison to internal and external stakeholders.
- Manage demanding schedules across multiple time zones, including prioritizing meeting requests, resolving conflicts, and ensuring executives are prepared for all commitments.
- Schedule, record, and transcribe team meetings.
- Arrange team dinners and offsite activities.
- Compile and update a list of all upcoming conferences.
- Coordinate domestic and international travel arrangements.
- Manage all entry applications and documents for travelers, including passports, visas, Electronic Travel Authorizations (ETA’s) and arrival cards.
- Develop detailed travel agendas for each trip.
- Track critical deadlines to register executives for conferences and submit one-on-one meeting requests.
- Respond to urgent mid-travel changes and cancellations.
- Engage Travel Services, Safety and Security, and Risk personnel as appropriate for safety concerns.
- Prepare and process expense reports for all supported executives.
- Organize departmental projects from implementation through completion.
- Mentor and review the work of lower-level staff.
- Assist in onboarding new hires and internship candidates.
- Carry out additional duties as assigned.
Benefits
- Hybrid working and reasonable accommodations
- Generous Holiday policies
- Excellent Health and Wellbeing benefits including corporate membership to Wellhub
- Paid volunteer time
- Support to grow through professional development courses, tuition/qualification reimbursement
- Maternal/paternal leave benefits and family services
- Unique employee events and programs
- Complimentary beverages, snacks and all employee Happy Hours
- Annual discretionary bonus award from the profit pool
- Competitive compensation
- Pension/retirement plans
- Various health, wellbeing and lifestyle benefits
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
