Executive & Administrative Support
- Proactively manage complex and dynamic executive calendars, meetings, and priorities.
- Coordinate detailed travel plans, itineraries, and logistics.
- Prepare, draft, and manage confidential correspondence and communications.
- Support leadership before, during, and after key meetings, including preparing materials, presentations, timelines, and action-item follow-through.
- Process, track, and reconcile expense reports.
- Maintain organized electronic and physical filing systems.
Stakeholder Coordination
- Act as a liaison between senior leadership and internal/external stakeholders, ensuring timely and accurate communication.
- Plan and coordinate workshops, large meetings, and stakeholder engagement activities.
Project & Operational Support
- Assist with project coordination, communication, and documentation as needed.
- Support reporting, information management, and process improvements across teams.
- Track deadlines, monitor progress, and help ensure organizational initiatives remain on schedule.
Document Control
- Execute document control processes using systems such as Aconex or Prism.
- Perform quality checks on incoming documents to ensure compliance with project and client standards.
- Maintain document registers, issue and distribute documentation, and prepare analytical and status reports.
Education
- Bachelor's degree in business, administration, or a related field preferred.
- Equivalent professional experience considered.
Experience
- 5+ years of experience supporting senior leaders in an executive assistant or advanced administrative role.
- Demonstrated experience in fast-paced, high-visibility environments.
Skills & Competencies
- Exceptional organizational and time-management skills with the ability to balance multiple priorities.
- Strong written and verbal communication abilities.
- Demonstrated discretion, professionalism, and respect for confidentiality.
- Proficiency in Microsoft Office Suite; strong skills in preparing presentations and executive-ready materials.
- Ability to anticipate needs, think proactively, and act with initiative.
- Strong interpersonal skills and the ability to work effectively across teams and functions.
- Strong confidence in using AI tools for streamlining work and processes
