Executive Assistant

Who you are

• Administrative experience in a corporate environment interfacing with senior and executive level management and senior customers
• Comfort with multi-tasking in a highly collaborative setting
• Maintain a high degree of confidentiality and discretion, prior HR experience is a plus
• Strong Microsoft Office Suite skills, particularly Outlook
• Excellent oral and written communication in English
• Strong team player, decisive and results driven, with high energy levels and initiative

What the job involves

• The team is looking for an Executive Assistant to support an Executive Vice President within the People & Capability function, supporting the Services Business
• The Executive Assistant will play a crucial role in supporting this executive by managing schedules, coordinating meetings, and handling various administrative tasks
• This role requires a high level of professionalism, discretion, confidentiality and the ability to work independently
• The Executive Assistant will be a key business partner, ensuring that executive can focus on strategic initiatives by efficiently managing their time and resources
• This role will offer capacity for developmental opportunities, allowing the individual to explore areas of interest and grow professionally
• The ideal candidate is passionate about the customer experience journey, highly motivated, and intellectually curious
• Responsible for calendar management and scheduling meetings across time zones
• Makes travel arrangements, both domestic and international, including booking flights, cars and hotels. Processes visa applications when necessary
• Performs general administrative duties to support day-to-day department operations and provides coordination across the team
• Manages and prepares expense reporting in-line with company Travel and Entertainment policy
• Manages department purchases, invoice payments and Purchasing Card reconciliation, ensuring purchases are aligned with budget and related finance policies
• Plans and coordinates events, on or off site, with both internal and external participants
• Coordinates with guest speakers, catering, venue booking and other event specific needs
• Supports the onboarding of new team members
• Creates and edits presentations, and other communications
• Maintains agendas for various recurring team meetings
• Manages and communicates corporate applications and compliance programs, such as Access Management, Vivo, Concur, Oracle and other internal applications
• Manages ad hoc administrative programs for the department and utilizes spreadsheets or databases to monitor departmental information
• Researches complex issues on behalf of the executive
• Serves as administrative liaison with others within and outside the company
• Opportunity to participate in various development opportunities dependent on personal interest and goals