Executive Assistant

Description

• Meet and greet division / unit / department visitors in order to ensure that their visit runs smoothly.
• Work closely with other divisions / departments to ensure that the team receives the required support for their projects and activities.
• Assist the Director and the team with the preparation of presentation materials.
• Ensure appropriate materials provided ahead of review/meeting, screen and suggest on any changes/additional information
• Support the team in the execution of projects/initiatives as and when required by the Director to contribute to the completion of project objectives timely and effectively, and in line with wider plans.
• Ensure all office files are managed according to confidential and internal processes.
• Coordinate with relevant parties to ensure that marketing and other related materials are drafted, translated, printed and ready for all marketing and media, or executive events.
• Prepare, draft and execute letters to all stakeholders as requested.
• Handle the setting up of all types of business meetings including high level meetings with internal and external parties and stakeholders. This includes booking meeting rooms and venues.
• Supporting the Director ensuring he is fully prepared ahead of all meetings and has all the necessary paperwork needed in advance of the meetings.
• Submit expenses and other payments as and when needed.
• Manage filing of important documents, incl. proactive distribution to relevant colleagues
• Lead weekly / daily Director briefings on priorities & outstanding actions
• Screening inquiries, emails, and requests professionally in order to ensure that all contacts are dealt with courteously and requests are channelled timely and accurately.
• Support in the coordination with third parties to ensure that they deliver services as per applicable service level agreements.
• Work closely with other coordinators to ensure collaboration and alignment of duties and processes.
• Manage the Director’s and the team’s calendars and coordinate their meetings in order to ensure that calendars are maintained accurately.
• Prepare background documents and outgoing mail and review and summarize reports and documents.
• Perform system updates and other system-related functions Oracle functions in order to support the team with routine operations via the system.
• Coordinate and arrange all Director business travel logistics including flights, hotels, meetings, etc. with full detailed business trip pack for each business trip
• Perform document control through ensuring the implementation of relevant procedures, execution numbers, and protocols to reference, file, maintain and update any relevant documents in both hard and soft copies.

Requirements

• Bachelor's degree in business or related field is an asset
• Diploma in business, administration or related field
• Strong knowledge of MS office, including Word, Excel, PowerPoint and Outlook
• Must be fully aware of the sensitivity and confidentiality of the unit
• Good communication skills and able to work in a dynamic fast paced, diverse environment
• Ability to prioritize and organize through calendar management skills
• 3-5 years’ experience as an executive assistant or in a senior administrative role gaining exposure to general office processes and senior executive support
• Ability to manage own variable work load, ensuring timely and accurate completion of assigned work

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance