SAP Management Support Specialist 

Canada, Quebec, Montreal 

242983557

A high level of integrity and discretion in handling customer, employee and confidential information is critical. We require a high level of professionalism in dealing with senior professionals inside and outside the company. A good sense of humor is important, as is the ability to be flexible, and the ability to change direction at a moment’s notice.

Role Description:

• Managing calendars and e-mails for the executive team on their behalf, including making calls to team members and customers.
• Arranging meetings for the executive team including coordination of team meetings, QBRs, WebEx/Zoom conferences, all-hands calls and larger events.
• Preparation of meeting materials and post-meeting actions including creating agendas, taking meeting minutes and securing venues for meetings. Meetings include regular weekly/bi-weekly meetings and larger events like team and/or customer meetings.
• Acting as the main point of contact between executives, employees, and customers
• Monitoring action items and managing reminders for multiple executives.
• Support the production of progress/highlight reports for projects/key workstreams.
• Managing internal and external correspondence, as required
• Coordination of complex travel arrangements, including preparing materials in advance of trip and conducting post-trip follow up, such as managing travel expenses, drafting thank you notes, and conducting other administrative support.
• Managing administrative workflows such as vacation requests, purchase orders, internal orders, distribution lists, organizational charts, etc.
• Maintaining internal shared drives (i.e. SharePoint, OneDrive, etc.)
• Supporting knowledge sharing within the organization
• Managing projects and monitoring budgets, as necessary

What you’ll do:

• Experience of successfully understanding and contributing to achieving key objectives in support of executives in a service orientated environment.
• Adept at solving problems and resolving issues on behalf of senior executives with limited guidance.
• Must be able to plan and identify unforeseen needs and see things through completion regardless of obstacles.
• Creative yet analytical with a logical mind and an eye for detail
• Extensive experience with global travel planning and coordination
• Experience with SAP internal tools like Corporate Portal, ISP, CSN, SAP Concur T&E
• Proficiency with Microsoft Office, specifically Outlook, Word, Excel, PowerPoint, and SharePoint

• Ability to be effective as a virtual assistant. This is a virtual, geographically distributed organization
• Proven time management skills with the ability to prioritize and handle multiple tasks and work in a fast-paced environment.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Exceptional planning, time management, communication, and organizational skills

What you bring:

• 5 to 8 years of experience as an administrative assistant or comparable experience assisting at an executive level in a fast-paced environment.

Education:

• Bachelor’s degree or apprenticeship as an administrative assistant or commercial qualification with equivalent work experience