Job Description
The Personal Assistant will provide administrative support to assigned senior executives in the Global Business Development team in a professional, efficient, and confidential manner. The position will require discretion, judgment, tact, poise, and the ability to prioritize and be proactive in anticipating the business needs of the assigned senior executives. The Personal Assistant must possess superb time management skills, excellent verbal and written communication skills, a productive approach toward work, and a strong sense of urgency.
Working for: Charlie Wright, Chief Global Strategy Director for Growth, Danny Berliner, Business Development EMEA Region Lead, Roberta Rimes, Global Integration Lead, Laura Cullum, Head of Operations and Ian Lamoglia, Head of EMEA Design.
Core Responsibilities
1. Provide administrative support with high degree of initiative, confidentiality and professional demeanour. Maintain poise to project a professional image with diplomacy and creativity in work strategies.
2. Maintain calendars using Microsoft Outlook with little input. Schedule meetings using knowledge and good judgment of priorities.
3. Provide business travel support, monitoring travel schedules and provide back up plans as needed.
4. Expense reporting – T&E preparation and submission
5. Input weekly timesheets and maintain up to date status on department timesheets and vacation calendars.
6. Coordinate meetings and events.
7. Maintain confidential files and records using judgment and discretion.
8. Handle internal and external correspondence; create reports and presentations, as necessary.
9. Seek out opportunities to evaluate existing processes and make improvements when necessary.
10. Build effective, professional relationships with co-workers, clients and business partners.
11. Perform duties and projects as assigned by senior executives.
Qualifications
12. Bachelor's degree or equivalent experience
13. 3-5+ years of experience in administrative role supporting executive level employees
14. Proficient with Microsoft Office (Excel, Word, PPT and Outlook) - required
15. Excellent communication skills
16. Ability to multi-task and prioritize; demonstrated agility and flexibility
17. Strong organizational and project management skills
18. Attention to detail and accuracy
19. Excellent judgment, problem solving and decision making ability
20. Excellent relationship building skills
21. Ability to handle sensitive and confidential information with integrity
22. Passion and enthusiasm for the position and the organization