Executive Assistant

The Executive Assistant will provide support to the Chief Transformation Officer and one or two additional Executive Leadership Team (ELT) leaders. In addition, the EA will assist with the needs of other departments, on an as-needed basis. This is a hybrid work environment: (3) three days a week in office which may vary, dependent upon the Executive Leader's schedule and office priorities.

• Calendar Oversight: Manage and coordinate schedules for the Chief Transformation Officer and another ELT leader, ensuring appointments are prioritized and potential conflicts are proactively resolved.
• Sensitive Matter Prioritization: Assist in prioritizing high-impact or sensitive matters, enabling executives to focus on critical responsibilities.
• Reminders & Scheduling Assistance: Provide timely reminders for meetings, deadlines, and key events, supporting efficient time management for executives.
• Event Support for C-Suite Activities: Assist the Administrative Manager in coordinating logistics for executive events, business offsites, and meetings hosted at headquarters or nearby venues.
• Venue and Resource Management: Arrange appropriate venues, coordinate necessary supplies and equipment, and ensure the availability of refreshments and other amenities for a seamless event experience.
• Meeting Documentation: Record and transcribe meeting minutes, tracking action items to ensure follow-through on key discussions and decisions.
• Material Preparation: Assist in drafting, editing, proofreading, and formatting presentations and other executive-level materials to ensure a polished final product.
• Presentation Support: Ensure that all materials meet company standards and are ready for executive use.
• Travel Arrangements Coordination: Collaborate with the Travel Manager to arrange both domestic and international travel, handling hotel bookings, flights, and ground transportation for a smooth executive travel experience.
• Expense Reporting: Prepare and submit travel expense reports for executives, ensuring compliance with company policies.
• Invoice and Purchase Requisition Processing: Review and submit invoices and purchase requisitions to maintain efficient financial tracking.
• Credit Card Reconciliation: Reconcile monthly corporate credit card statements, ensuring accuracy and compliance with financial policies.
• Backup Support for Other Executives: Provide backup administrative support as needed to other officers, ensuring continuity in executive support across the organization.
• Corporate Ambassador Role: Act as an ambassador at headquarters, liaising with the Chief of Staff, Administration Manager, and other organization members to maintain a supportive and well-informed environment.

Requirements

• 5+ years ‘experience as an Executive Assistant.
• Executive leader support experience required, (3 years' supporting C-Suite highly preferred)
• Microsoft Office Suite Mastery: Highly skilled in Word, Excel, Outlook, PowerPoint, SharePoint, and Teams (enabling efficient creation management, and sharing of documents, data, and presentations).
• Extensive experience supporting executive leaders, particularly in complex, multi-business line environments, and a strong understanding of organizational structure.
• Proven track record in organizing corporate events, both in-person and virtual, with the ability to manage logistics and provide a seamless experience for all participants.
• Tact, Discretion, and Independent Judgment: Regularly exercises tact, initiative, and sound judgment within established guidelines, supporting the executive team’s objectives.

Preferred Qualifications/Experience:

• Education: Bachelor’s degree
• Event Platform Experience: Demonstrated experience in hosting and managing events on platforms (i.e. Zoom, Teams) including coordination of hybrid events with spotlight features and break-out sessions.
• AI and Workflow Automation: Embraces emerging technologies, particularly AI tools, to streamline workflows and increase efficiency through automation.
• Organizational & Multitasking Abilities: Exceptionally organized, with a demonstrated capacity to manage multiple tasks, prioritize, and adjust to dynamic work environments.

Communication and Interpersonal Skills