Job Description

Role Summary
In your current role as the Executive Assistant supporting the EVP, SVP, and GVP, you are integral to the seamless operation of the executive office. Your day-to-day contributions involve providing high-level administrative support, demonstrating exceptional organizational skills, and maintaining proactive communication with both executives and internal stakeholders. Your familiarity with the expectations of this role ensures a professional and efficient executive environment.
Ongoing Responsibilities
Executive Support
Continue managing complex calendars and prioritizing scheduling for the EVP, SVP, and GVP, ensuring they are prepared and briefed for all engagements.
Serve as the primary liaison for executives, promptly addressing inquiries and managing their interactions with key stakeholders.
Consistently prepare and refine executive-level documents, presentations, and correspondence with precision and attention to detail.
Travel & Expense Management
Maintain efficient coordination of all travel arrangements, anticipating changes, and proactively addressing any issues that may arise.
Submit timely and accurate expense reports, adhering to corporate policy.
On-Call Duty: As always, remain on call to support the executives during travel, ensuring they experience a smooth journey and remain informed of any changes.
Be reachable during off-hours to handle any urgent adjustments in the EVP s schedule, responding promptly and professionally.
Meeting & Event Coordination
Continue facilitating executive meetings with the level of professionalism expected, including preparing agendas, capturing meeting notes, and following up on action items.
Coordinate internal and external events, leveraging your experience in vendor management and collaboration with cross-functional teams.
Ensure technology readiness for all video and in-person meetings, proactively addressing any technical issues.
Project Management & Process Improvement
Keep track of project milestones for executive-led initiatives, updating stakeholders as required.
Use your understanding of office dynamics to streamline processes and recommend improvements to enhance overall efficiency and productivity.
Administrative & Operational Duties
Maintain organization and accessibility for executive files, ensuring sensitive information is managed with the highest level of confidentiality.
Work closely with other EAs and support staff to foster a cooperative and supportive environment across teams.
Work Schedule Expectations
In-Office Presence: Required to be in the office at least three days per week, with mandatory days on Tuesday and Wednesday and a third day at your discretion, communicated to the executives.
Remote Work Expectations: On remote workdays, maintain a professional setup at your home office, allowing you to fully engage as if you were on-site. Minor personal tasks are acceptable, provided they do not disrupt your workday. Be available for Zoom meetings on your laptop to ensure a professional presence.
Workday Duration: Commit to an eight-hour workday, structured to align with the needs and availability of the executives.
On-Call Requirement: Remain on-call during executive(s) travel and available for unanticipated schedule changes.
Schedule Adjustments: Any changes to your established schedule must be communicated to the executives you support, ensuring transparency and continuity of support.
Qualifications & Skills (Areas of Continued Focus)
In this role, certain skills require ongoing attention to meet the expectations of the executive team consistently:
Organizational & Time Management: Prioritize tasks effectively and manage multiple responsibilities with precision. Staying organized ensures that deadlines are met and high-priority tasks receive the attention they require.
Proactive Communication: Keep open and transparent lines of communication with executives and stakeholders, regularly updating executives on schedule changes, travel arrangements, and critical meetings. Any adjustment to your work schedule should be promptly communicated to ensure continuity of support.
Responsiveness & On-Call Readiness: This role demands flexibility and responsiveness, especially during off-hours when executives may need immediate assistance, particularly during travel. Being reachable and on-call as required will allow you to address any unexpected changes with minimal disruption.
Technology Proficiency: Effective use of tools such as Microsoft Office Suite, and Zoom is integral to supporting executives efficiently. Ensuring familiarity and consistent application of these tools during both in-office and remote work helps streamline processes and maintain productivity.
Adaptability & Problem-Solving: Demonstrating adaptability and the ability to respond to last-minute changes or unexpected challenges without compromising quality is critical. This includes thinking quickly, providing alternate solutions, and proactively managing potential issues, especially when coordinating travel and meetings.
Your commitment to these core skills and attributes is essential to delivering the high level of support expected by the executive team.

Job Tags

Work at office, Immediate start, Remote work, Home office, 3 days per week,

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