Executive Assistant II

Job Description:

JOB OVERVIEW

As an Executive Assistant II, you will be crucial in providing comprehensive administrative support to the COO and CGPO. Your responsibilities will include managing and coordinating monthly business review coordination and proactively track progress of initiatives tied to goals and strategic imperatives for the business. In addition, you will manage their schedules, coordinate meetings, handle correspondence, and facilitate smooth communication between executives, internal teams, clients, and external stakeholders. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to handle multiple tasks simultaneously. This role will report directly to the COO.

KEY RESPONSIBILITIES - ESSENTIAL FUNCTIONS

• Communication and Correspondence:
  • Serve as a liaison between executives and internal/external contacts.
  • Prepare and edit correspondence, reports, presentations, and other documentation as required.
  • Relay messages accurately and professionally.

• Meeting Coordination and Support:
  • Track and manage deadlines, ensuring that tasks are completed in a timely manner
  • Organize and coordinate meetings, including preparing agendas, collating materials, and ensuring attendees are well-informed.
  • Arrange meeting logistics, such as venue booking, equipment setup, catering, and audiovisual requirements.
  • Take meeting minutes, track action items, and follow up on outstanding tasks to ensure completion.

• Information Management:
  • Conduct research on industry trends, competitors, and relevant topics.
  • Compile data and information for executive decision-making.
  • Maintain and organize executive's files, documents, and records, ensuring easy retrieval and confidentiality.
  • Conduct research, gather information, and prepare reports and presentations as requested by the executive.
  • Monitor and filter incoming information, highlighting essential updates and deadlines.

• Expense Management:
  • Process and track executive expenses, ensuring accuracy and compliance.
  • Prepare expense reports and reconcile credit card statements.

• Schedule and Calendar Management:
  • Coordinate and manage executives' calendars, including scheduling and prioritizing appointments, meetings, conferences, and travel arrangements.
  • Proactively anticipate schedule conflicts, resolve scheduling issues, and ensure optimal time management.

• Travel and Event Management:
  • Make travel arrangements, including flight bookings, hotel accommodations, ground transportation, etc.
  • Plan and coordinate executive's participation in conferences, seminars, and events, including registration and logistics.

• Relationship Management:
  • Build and maintain strong relationships with internal and external stakeholders
  • Act as a liaison between executives and various departments, teams, and individuals, facilitating effective communication.

• Special Projects and Initiatives:
  • Support executives in ad hoc projects, initiatives, and assignments, coordinating with cross-functional teams and providing necessary assistance.
  • Monitor project timelines and provide status updates to executives.
  • Collaborate with departments to ensure project goals are met.

LEADERSHIP RESPONSIBILITIES

• This position has no managerial responsibilities.

COMPETENCIES - SKILLS

• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.

• Strong written and verbal communication skills, with exceptional attention to detail.

• Ability to communicate effectively with executives, staff, and external contacts.

• Discretion and ability to handle sensitive and confidential information with integrity.

• Ability to work independently, exercise good judgment, and make sound decisions.

• Ability to adapt to changing priorities and work in a fast-paced environment.

• Exceptional interpersonal skills, with the ability to build relationships at all levels.

• Flexibility to adapt to changing priorities and work under pressure in a fast-paced environment.

• Proven ability to function autonomously and make decisions as appropriate.

EDUCATION AND EXPERIENCE

• Bachelor's degree in Business administration or other related field preferred

• Seven years of administrative support in a corporate environment, supporting executive level leaders

• Four