As an Executive Assistant within the Chief Administration Office, you will be supporting the Head of Location Management and Global Real Estate Americas West Region within this fast-paced environment. You should possess significant knowledge and expertise with an advanced skill set, and should be able to work with limited direction and sound judgement. Additionally, you should have a high degree of confidentiality, strong work ethic, good time management, resourcefulness, diligence, and a strong business and client deliverable focus.
Job responsibilities
- Provide advanced, proactive diary management; to include senior meetings, conference calls, and ability to manage orchestration of Off-Sites/Town Halls/Skip-Levels
- Manage complex multi-leg travel arrangements within policy and groups budget. Co-ordination of flights, trains, check in, VISAs, accommodation, and ground transportation logistics. Handle a multitude of frequent changes at short notice and prepare accurate travel itineraries.
- Co-ordinate department scheduling & transactional activity
- Maintain expense management through the firms applications. Oversight of expense processing for travel related expenses,
- Onboard/offboard of teams personnel and associated work
- Document production and editing using MS Office suite
- Ability to face off to wider support groups and partner with Business Management and other key business stakeholders cross Lines of Business. Confident to act on behalf of seniors with a strong degree of ownership
- Ability to utilize internal systems, complete accurate data entry, produce reporting, MIS and metrics, and information collation using MS Office suite and internal systems as required
- Oversight for distribution lists, technology usage and other administrational housekeeping
- Become an integral part of the business, understand changeable group priorities and business expectation, and take appropriate action
- Partner with assistants cross Line of Business to provide coverage as required and build a global network
Required qualifications, capabilities, and skills
- At least five years of administrative experience
- Professional executive client handling, ability to build and maintain business relationships
- Advanced executive diary management, can apply good judgment and understand competing priorities
- Strong, executive communication style both written and verbal with high degree of confidentially professionalism and gravitas
- Experienced travel coordinator: production of accurate itineraries, plan B & C, able to navigate systems expertly and optimise travellers time effectively with oversight of business costs
- Can demonstrate pro-activity and ownership within the role
- High level technical capabilities
- Strong awareness of expense systems and cost control initiatives e.g., can champion expense policy, billing processes and challenge stakeholders where necessary
Preferred qualifications, capabilities, and skills
- Experience supporting at the Managing Director level (or equivalent) or above strongly preferred
- College degree is a plus