JOB SUMMARY

Operates independently providing a wide range of high level comprehensive administrative and operational support. Will provide high-level administrative support to the Executive Team. Provides executive support in a one-on-one working relationship. Serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects.

ESSENTIAL FUNCTIONS

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the executive, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the executive style and organization policy.
• Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. Support in the management of departmental budget, contracts, and expense control if needed.
• Serve as the first point of contact for many of the executive’s inbound communications from various parties including executive team members, board members, employees, and external stakeholders. Prioritize and triage appropriately. Drafts correspondences and ensure messages are error-free, reflective of the leader’s voice and point of view, and uphold the company’s reputation.
• Consider the relative costs, benefits, and compliance related requirements of potential actions to choose the most appropriate one.
• Supports Executive by handling a wide variety of situations involving the administrative functions of the office.
• Receives and responds with a high level of urgency and high professionalism to all executive office requests received through telephone calls, emails, and in-person to ensure matters are solved. Manage Executive calendar, coordinates and arranges meetings, prepares agendas and records minutes of meetings according to need.
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.
• Interprets requests, helps implement action, and decides whether the executive should be notified of important, or emergency matters as needed.
• Identify complex problems and review related information to develop, evaluate, present options, and implement solutions.
• Coordinate activities or meetings based on business needs, such as off-site, planning sessions, special lunches and dinners, staff meetings, corporate communications, etc. Creates materials necessary for meetings and presentations, including doing the research necessary for use in those materials, provide the Executive with everything necessary to make decisions.
• Works closely with IT Security, IT Infrastructure, and Corporate Security teams to manage user access, system credentials, and security compliance for new hires and during the termination process. Collaborate with Corporate Services to facilitate the issuance of employee ID cards and to coordinate ergonomic equipment requests when required. Ensures all processes are executed efficiently, securely, and in alignment with company policies and operational standards.

EDUCATION

Bachelor’s Degree (BD) in Business Administration, preferably, with three (3) to five (5) years’ experience related in same or similar job and/or training.

LICENSES AND CERTIFICATIONS

COMPETENCIES