Executive Coordinator

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Job Description

OBJECTIVES/PURPOSE

• Provide Executive Coordinator support to Global Quality Compliance and Enterprise Systems and Global Audit and Supplier Quality
• Manages schedules (eg – periodic time analysis, appointment scheduling, schedule conflict management)
• Manages administrative deliverables (eg – travel arrangements, expense reporting, meeting agendas/presentations/materials/minutes, prepares reports, organization charts)
• Supports tracking and reporting on department projects
• Must be able to handle details of a highly confidential nature with discretion.
• Active participation in routine team meetings/projects and meeting minutes/distribution
• Engages across Global Quality (Above Site groups)
• Supports Global QUEST meetings – Scheduling/Calendaring and meeting support, as well as any other global Quality meeting as needed
• Collaborates across other Global Quality groups to achieve targeted outcomes
• Manages Sharepoints – routine updates/postings as needed
• Coordinate all on-boarding activities and off-boarding activities
• Coordinate office seating and planning
• Provide guidance and SME support on corporate polices such as Travel, Sick & Vacation time.
• Other administrative projects or duties as assigned.

ACCOUNTABILITIES

• Manages administrative deliverables for Heads of Global Quality Compliance and Enterprise Systems and Global Audit and Supplier Quality
• Manages calendars, travel and expenses and coordination of business support activities as determined by manager, including offsite planning/team meetings logistics.
• Purchase Order/Invoicing management
• Distribution list updates
• Supports direct reports and broader Quality staff on an as needed basis regarding routine business needs
• Departmental support and projects available or assigned
• Maintains department Sharepoint sites
• Department Communications in alignment with Global Quality Communication head

DIMENSIONS AND ASPECTS

Key Skills, Abilities and Competencies:

• Must work well in teams and have excellent communication skills at different levels of the organization.
• Highly organized to manage complex schedules, projects, and information.
• Must effectively prioritize tasks, manage deadlines, and ensure the executive's schedule runs smoothly.  
• Excellent ability to multitask.
• Strong attention to detail
• Proficiency with MS Office is essential.
• Digital fluency and prior knowledge of SharePoint and other enterprise platforms
• Experience with Concur is preferred.

Complexity and Problem Solving  

• Must be able to exercise judgment, tact and diplomacy when dealing with all levels of management and staff, internally or externally.

Internal and External Contacts

• Must work effectively with the administrative support team within key departments to facilitate job performance.
• Must work with outside vendors on behalf of the organization to schedule meetings, coordinate agendas, etc.

Other Job Requirements

• Ability to maintain a professional manner
• May be asked to provide support on off hours or weekends, as needed.
• Must be able to adjust to changing priorities and demands. 

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS: 

• Bachelor’s degree desirable
• 3-5 years’ experience supporting executive level lea