Objectives of this role

• Support the CEO and Projects Director primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
• Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows
• Manage communication with employees by liaising with internal and external executives on various projects and tasks
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Responsibilities

• Manage professional and personal scheduling for CEO and Projects Director, including agendas, mail, email, phone calls, client management, and other company logistics
• Develop and maintain efficient reporting, keep accurate and up to date information, prepare documentation and support the overall operations of the CEO’s and Projects Director’s office to ensure actions are followed up efficiently
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database
• Maintain professionalism and strict confidentiality with all materials
• Organize team communications and plan events, both internal and off-site
• Lead the ideation and operational planning of corporate engagement initiatives as well as business related events
• Support Company All Hands and Board Meetings: helping to build the agenda, pull presentations together, email communication, calendar invite management, note taking, etc.
• Help coordinate workshops and other team sessions in partnership with appropriate departments
• Needs to maintain a good Document Management system for quick and easy recovery of any documentation
• Ad hoc and personal support, continuous self-improvement.

Requirements

Qualifications

• Bachelor’s degree in marketing, business or a related field (Marketing is preferable)
• From 2-4 Years proven work experience in the same position
• Four or more years of experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees

Preferred skills and qualifications

• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems