Excec. Assistant / Full time (Remote)

Job Description

The Executive Assistant will operate in a dynamic, rapidly changing environment which requires flexibility, adaptability and initiative, as well as excellent organizational and problem-solving skills. This role acts as a partner to the Total Rewards leadership team, managing calendars, keeping them prepared, advising of outstanding issues and proactively following up.

Your Role:

• Responsible for managing a heavy and complex calendar to ensure effective and proactive time management; interact with both internal and external stakeholders to anticipate scheduling conflicts and use diplomacy to resolve and prioritize issues
• Proactively identify scheduling conflicts and other issues; thoughtfully assess whether manage scheduling and other tasks independently, triage to the team, or escalate
• Manage all meeting logistics, e.g., conference room reservations, AV/IT arrangements, catering, greeting guests, etc.; work with meeting participants to ensure that materials are provided in advance and print if needed
• Manage logistics for team meetings, workshops, town halls, events and functions
• Professionally, responsively and judiciously interact with all levels of the organization, including officers and board members, as well as external investors and stakeholders
• Facilitate incoming and outgoing communication ensuring it is responsive, welcoming and effective (telephone, electronic, hard copy and in-person)
• Develop working relationships with other assistants to facilitate information flow and scheduling process
• Prepare correspondence including drafting and editing employee communications, speaking points, and emails
• Prepare and edit reports and presentations using Microsoft PowerPoint and Excel
• Manage Outlook Inbox, flagging items for follow-up, responding to emails as appropriate, and saving priority files to shared folders
• Prioritize and follow up on incoming issues and concerns
• Assist in onboarding of new executives
• Assist with project work, based on interest and ability
• Organize all domestic and international travel arrangements including complex air travel, ground transportation and hotel reservations; ensure passport and visa requirements are met
• Prepare expense reports and track reimbursements through Concur system
• Proactively collaborate with supply chain and finance teams to expedite purchase order workflows and initiate follow up when necessary to ensure deadlines are met.
• 
  

Rewards & Advantages

• Competitive compensation package including; Bonus Potential, Healthcare, Pension & TaxSaver schemes.
• Learning, professional growth and development in a world recognized international environment.
• Access to internal & external training, coaching & certifications.
• Recognition for innovation and excellence.
• Opportunities to give back to the community.
• Meaningful work that makes a difference in the world.

Skills