Administration Assistant 3

Preferred candidate profile

• Requires a minimum of 5 years of comprehensive administrative experience to a VP or Director level executive.
• Proficient in Microsoft Office Suite and other relevant software applications• Ability to maintain a high level of confidentiality and handle sensitive information with discretion.• Cultivate and maintain a strong partnership with leadership and cross-functional teams to ensure alignment and achievement of strategic priorities that promotes an agile customer focus.• Demonstrated learning agility and commitment to innovation and finding ways to execute new ideas.• Creative thinker not just in the moment who strives to anticipate the needs of our leaders and the organization weeks, months, and quarters ahead and is excited to dive into tough problems in the spirit of continuous improvement, customer-focus, and a growth mindset.• Embody a growth mindset to reach a higher level of collaboration, transparency and accountability.• Able to perform in a hybrid-office role, requiring three or more days per week in the office.• A team player who thrives in a collaborative and innovative environment and seeks, accepts, and incorporates feedback for personal growth and evolution.• Able to receive direction and feedback from more senior peers when needed.

Role & responsibilities

• Executive Support: Ensure the smooth operations of the offices of our senior leaders. This includes managing schedules and making recommendations for your executive regarding their time management, prioritization, delegation, and organization. Complete travel itineraries and monthly expenses for supported leaders in a timely manner.
• Region Specific On-Site Logistics Coordination: Oversee comprehensive travel and on-site logistics for visiting senior leaders and executives. Responsibilities include securing and preparing conference rooms and office (cabin) spaces to meet specific needs, acting as an on-site resource and point of contact for any logistical requirements leading up to and during visits, and ensuring seamless collaboration and communication with the Executive Assistants (EAs) of visiting leaders.• Executive Partnership: Contribute to weekly leadership meetings and strategic offsites by assisting with the production of materials and pre-reads, taking notes, and tracking action items.• Calendar Maintenance: Maintain complex calendars with precision, coordinating meetings and appointments to optimize executives time management.• Travel Coordination: Coordinate domestic and international travel arrangements including flights, accommodations, itineraries, and all associated logistics.• Expense Reporting: Prepare detailed expense reports with accuracy and ensure timely submission in accordance with company policies.• Cross-Team Collaboration: Collaborate across teams to achieve objectives while providing informal leadership support within own team.• Communication: Communicate effectively with internal and external stakeholders to resolve challenging situations collaboratively.