Project and Program Support (40%)

• Provide overall coordination function for PCAS department’s short-term and long-term activities and projects
• Assist P&C Leadership with a wide range of departmental and MEDA-wide projects ensuring that deadlines and timelines are met as required
• Undertake research for the CEO as required, analyzing and synthesizing information and preparing summaries of materials from files
• Assist the VP with confidential and sensitive matters as required
• Organize or help to coordinate annual and other regular processes for the department, e.g., performance management, salary review process, annual budgeting process, etc. in collaboration with P&C colleagues
• Coordinate various communications materials produced by P&C to ensure consistent and clear communication to employees leveraging all platforms
• Support recruitment and other high-profile files led by P&C Leadership (e.g., liaison with executive recruitment firms)

Board Support (15%)

• Create presentations and other meeting material, including Board/Human Capital Committee material, liaising with the VP and P&C team members to ensure required content is delivered on time
• Coordinate the submission of Human Capital Committee and Board materials, working closely with the Human Capital Committee Chair and the Manager, Office of the CEO & Board Relations or their delegate

Scheduling and Meeting Support (25%)

• Maintain the VP’s calendar – calendar support may also be provided to other executives as required or as back-up to other Executive Assistants
• Plan, schedule and organize P&C department meetings, keeping in mind time zones and staff availability
• Create and maintain an annual calendar for the department
• Manage the Human Capital Committee annual calendar

Travel and Expense Management (20%)

• Arrange VP’s travel, including hotels, VISAs, etc.
• Prepare VP’s expense reports on a timely basis
• Processes departmental invoices and travel expenses and serves as primarily contact for Finance re: NetSuite
• May liaise with departmental vendors and support contracting services on behalf of P&C leadership

REQUIREMENTS

Education and Experience:

• University degree in Business Administration and/or Human Resources or equivalent working experience
• Minimum 5 years’ experience working in an administrative capacity in a busy multinational organization, supporting the activities of an executive and a department (preference a HR department).
• Proven working experience dealing with Board matters in a multinational organization
• Experience in using Convene for meetings is an added advantage