Executive Assistant

What success looks like in this role:

The Executive Assistant is accountable for providing high level administrative and professional support to an executive and/or 5 or more professionals within a medium to large size business group on activities that generally span up to a 6-month timeframe. Monitors and ensures that all established administrative and operational processes and control standards are followed and makes recommendations on process improvement. In addition, establishes a deep knowledge of the Executive's quarterly and annual business cyles and proactively manages calendar and events in advance preparation. This role performs intermediate to advanced analytical functions for purposes of contributing to the effective and efficient operation of the business group. The Executive Assistant is accountable for performing financial and business/situational analysis and support in order to identify and recommend appropriate business alternatives. This position coordinates and manages programs, events, conferences and other internal or client functions, often requiring the Senior Administrative Assistant to be available after hours in consideration of multiple time-zones.

KEY ACCOUNTABILITY:

1) Professional Support (60%)

2) Financial Analysis and Support (20%)

3) General Office Administration (10%)

4) Human Resources Administration (10%)

SPECIFIC ACCOUNTABILITIES:

1) Professional Support Accountabilities:

Develops and leverages relationships across business units, senior leadership, colleagues and external clients to foster and support cross-functional and international coordination while carrying out accountabilities.

Writes, edits and manages organization centric materials such as communications, correspondence, presentations, reports, including deciding on or recommending content. Accountable for disseminating communications to facilitate timely and effective communications.

Full discretion and management of professional's calendars, email, contacts. Manages and coordinates logistics for client events, conferences. Manages complex international multi-leg travel, often requiring continuous changes, and rescheduling.

Manages complex Executive calendars considerate of numerous scheduling and professional requirements. Understands that schedules change and must remain flexible and supportive in coordination efforts.

Compiles weekly/regular information reports that summarize key insights and trends that are available through a wide variety of vehicles, highlighting key points for senior members of the group. May be required to conduct extensive research relevant to professionals' function, and compiles research package, and briefing notes for Executive.

Represents and Liaises for the Executive when appropriate with the Executive team members.

Interfaces with internal and external executives on behalf on business leaders in coordination of meetings, events, presentations, conferences, client entertainment, etc.

Performs business/situational analysis and develops recommendations such as identifying and developing business process improvements opportunities, or identifying and developing alternatives to support business decisions. Participates in recommending the most appropriate alternative to achieve business goals and business needs more efficiently and effectively. Participates in planning and coordination through to implementation.

May be required to manage databases or specialized software programs on behalf of business group. Works with Business Analysts to develop and produce customized reports, and ensure data quality is maintained on behalf of the business. Runs various regular weekly and monthly reports.

Develops and edits high quality Power-Point presentations leveraging past material and current brand guidelines.

2) Financial Analysis & Support Accountabilities:

Manages and processes project expenses including reallocations to the appropriate expense/project code.

Reviews and verifies invoices for processing and payment in adherence with department processes, guidelines and vendor agreements.

Identifies, develops, recommends and implements cost saving opportunities whenever possible for the benefit of the group and for the department as a whole. Seeks approval for recommendations according to organizational or local policy. Performs some financial analysis of billing and costing, and to support developing of alternatives to support business decision-making.

Accountable for all department expenses and reallocations.

Processes, verifies, and monitors expenses and develops and maintains an efficient filing system to ensure reports, correspondence and financial documentation are maintained and readily available. Establishes and maintains organized electronic filing systems to ensure that business and operational reports, forms, and other business documentation are readily available.

3) General Office Administration Accountabilities:

Supports a specific Executive(s) and is a member of the broader Administration team providing back-up and support to peers including other Executive Assistants, Administrative Assistants and Office Management staff. Vacation and out of office time to be considerate of back-up availability.

Assists with insuring department visitors have reserved workstations, are equipped with necessary equipment and are provided information on the local area.

Provides input to Senior Manager, Administration on the development of Best Practices, Desk Notes and maintains the standards set forth

Coordinates and executes initiatives across Support & Professional teams, such as integrity of employee information, standardization of processes and roll out of new programs.

Partners with peer group to ensure accurate representation of internal information is displayed on the Intranet Site

4) Human Resources Administration Accountabilities:

Maintains and tracks staff vacations and absences in accordance with divisional guidelines to ensure consistency in entitlement and to determine staff availability. Participates in resolution of issues.

May coordinate a smooth onboarding for department new hires requiring coordination with various support groups, including but not limited to: Information technology, HR and Administration to insure peripherals are provided and access is granted.

Provides coaching and mentoring to more junior colleagues to assist them in developing capability to carry out current job accountabilities and to expand the types and levels of work they perform in the future. Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.

Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc).

AUTHORITIES:

Auditing- Ensures that tracking meets established standards. Resolves moderately complex issues and escalates high-complexity issues for resolution.

Advisory- Provides advice or suggests how to follow standard processes. Provides resolution on all administrative or operational matters of a non-controversial nature. Recommends process improvements, and recommends appropriate content for reports and presentations to senior managers. Makes recommendations for alternatives to support business objectives and needs.

Autonomy- Works independently to accomplish most tasks. Is expected to develop and foster client relationships and bring forward process improvement ideas to the Business Head.

Decision Making- Makes moderate to high-complexity decisions in fielding phone calls, coordinating meetings, managing calendars, managing travel, and in responding to non-controversial inquiries. Makes moderately complex decisions in performing business/situational analysis, in preparing reports/presentations, and in developing and implementing process improvements. When relevant established processes or procedures do not exist, the incumbent is participates in determining and recommending the best process/procedure to achieve the desired outcome.

CROSS-FUNCTIONAL RELATIONSHIPS:

Interacts regularly with senior managers, and with cross-functional business units to collect information to prepare research, presentations or reports, and to accomplish administrative and operational tasks. Develops relationships to achieve outcomes and to improve cross-group relationships.

Interacts with colleagues and clients globally, dealing with multiple time-zones and cultural implications depending on unique requirements of the business unit.

JOB DIMENSIONS:

Performs financial and business/situational analysis in order to recommend alternatives for purposes of contributing to the effective and efficient operation of the business group, and for purposes of achieving business objectives. Manages or participates in the leadership of a variety of administrative/operational related projects

Provides high level administrative and professional support to an executive and 5 or more professionals within a medium to large size business group on activities that generally span up to a 6 month timeframe.

Overtime work is required with little notice including weekend work. Phone and internet home access is required.

May be seconded or reassigned within the broader business group if business requirements change.

You will be successful in this role if you have:

Knowledge
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