Executive Assistant

 

 

Summary

The Executive Assistant plays a vital role in supporting the Executive Committee (ExCom) by acting as a strategic liaison between the Executive Team and internal and external clients. This role enhances operational efficiency and corporate image by managing a broad range of administrative responsibilities with professionalism and discretion. Key functions include organizing the Executive Team’s annual rhythm of business (ROB), such as weekly ExCom meetings, monthly All-Hands, strategic planning workshops, and special projects. The role requires a high degree of independence, confidentiality, and sound judgment to ensure seamless communication and execution of responsibilities.

 

Essential Duties and Responsibilities

The Executive Assistant, reporting to the Senior Manager, Talent Acquisition, provides administrative and organizational support to ensure seamless operations and enhanced productivity across the Executive Team and broader organization. Key responsibilities include:

 

Administrative and Calendar Management

• Manage complex calendars, scheduling meetings and events, and keeping the Executive Committee (ExCom) informed of schedules, action items, messages, and relevant business issues.
• Anticipate needs and proactively execute administrative tasks to improve efficiency and effectiveness.

Meeting and Event Coordination

• Plan and coordinate all aspects of meetings and events as needed, including ExCom, All Hands, Sales & Operations Planning (S&OP), Monthly Plan Review (MPR), Strategic Planning, Fun Events, and team-building activities.
• Schedule and coordinate Safran, supplier, and client meetings, ensuring all necessary preparations such as technical support, reports, room configurations, and catering are complete.
• Attend meetings, create agendas, take minutes, disseminate materials, and track key deliverables for follow-up.
• Develop and manage the annual ROB calendar, including fiscal-year scheduling and executive meeting cadence.

Communication and Document Management

• Contribute to an effective communication plan by creating and formatting professional documents, including reports, presentations, spreadsheets, and memos. Ensure accuracy and maintain organized, up-to-date files.
• Serve as a key liaison, fostering a positive work atmosphere and building effective relationships with clients, colleagues, and management.

Travel and Itinerary Coordination

• Use travel tools to coordinate detailed travel arrangements for the Executive Team, including accommodations, transportation, and security logistics.
• Create, reconcile, and submit expense reports for the Executive team.
• Create comprehensive itineraries to maximize trip productivity and ensure preparedness by briefing leaders and sharing relevant information.

Project Management

• Complete special projects and assignments by setting objectives, managing time, securing collaboration, and monitoring progress.
• Track and follow up on key deliverables to ensure timely completion.

General Responsibilities

• Maintain and organize departmental processes, ensuring documentation through Business Systems (BMS) and Document Control as required.
• Be responsive to the daily and ongoing needs of the Executive Team.
• Handle other duties as assigned, contributing to overall team success and operational efficiency.

 

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

 

Greenpoint Core Competencies:

• Adaptability - Adapts to changes in the work environment, manages competing demands, and accepts constructive criticism/feedback and changes approach or method to best fit the situation.
• Communications - Expresses ideas and thoughts effectively in verbal and written form, exhibits good listening and comprehension, keeps others informed and uses appropriate communication methods.
• Dependability - Responds to requests for service and assistance, follows instruction and responds