Competencies
Action oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Customer focus - Building strong customer relationships and delivering customer-centric solutions.
Ensures accountability - Holding self and others accountable to meet commitments.
Plans and aligns - Planning and prioritizing work to meet commitments aligned with organizational goals.
Data Analytics - Discovers, interprets and communicates qualitative and quantitative data; determines conclusions relying on knowledge of business or functional frameworks; simultaneously applies statistics, data validity, data visualization, and problem solving approaches to effectively extract meaningful patterns and business insights; presents conclusions and outcomes that enable data driven business decisions.
Data Communication and Visualization - Constructs a tale of the business problem, root cause, solution options, and opportunities through illustrating data visually, including reports and dashboards.
Values differences - Recognizing the value that different perspectives and cultures bring to an organization.
Education, Licenses, Certifications
High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.
Experience
Requires significant relevant work experience or specialized skills obtained through education, training or on-the-job experience.
Executive Assistant
Supports: Vice President (VP)
Job Summary
Provides dedicated executive and administrative support to the Vice President (VP), enabling effective time management, communication, and execution of business priorities. Independently coordinates the VP's calendar, meetings, travel, correspondence, and administrative activities, using sound judgment and discretion when handling confidential information. Works with a moderate to high level of autonomy in alignment with organizational policies and the VP's priorities.
Key Responsibilities
Executive and Administrative Support
Provide executive and administrative support to the VP, including research, preparation of reports and presentations, and responses to routine and complex information requests.
Ensure the accuracy and quality of information entered into documents, databases, and office systems.
Data Management and Reporting
Gather, compile, verify, and enter data for reports, presentations, forms, and activities supporting the VP and the department.
Complete assigned data collection, data entry, and reporting accurately and on schedule.
Calendar, Travel and Meeting Coordination
Manage the VP's calendar, prioritize meeting requests in line with the VP's guidance, resolve scheduling conflicts, and coordinate domestic and international travel arrangements and itineraries.
Arrange meetings and conference calls; prepare agendas and briefing materials, record meeting minutes as needed, and follow up on agreed actions on behalf of the VP.
Manage correspondence and respond to or route internal and external inquiries on behalf of the VP, using sound judgment and escalating matters requiring the VP's decision.
Financial Administration
Prepare and check documentation for vendor and third-party payments and the VP's travel and expense claims, and route requests to authorized approvers in accordance with company policy.
Submit approved payment and reimbursement requests through the relevant systems, track their status, and coordinate with accounts payable and payees to resolve inquiries.
Policy and Procedure Documentation
Maintain and update administrative process documentation, records, and reference materials in line with established organizational and departmental policies.
Project Participation
Contribute to departmental business improvement assignments and projects by preparing information, coordinating logistics, and tracking assigned actions and milestones.
Collaborate with cross-functional stakeholders to support the VP's priorities and improve administrative efficiency and effectiveness.
Stakeholder Liaison and Collaboration
Serve as a point of contact for the VP, facilitate timely information exchange with internal and external stakeholders, and share relevant process information with colleagues as needed.
General Administrative Activities
Independently perform routine to complex administrative duties supporting the VP in accordance with established procedures, handling confidential correspondence, documents, and business information with discretion.
Hospitality and Executive Visit Coordination
Coordinate visits for customers and overseas executives in support of the VP, including schedules, meeting venues, transportation, accommodation, and hospitality arrangements. Provide a professional and welcoming experience aligned with organizational standards.
Competencies
Action-Oriented
Proactively seeks out new opportunities and tackles challenges with urgency, energy, and enthusiasm, driving positive outcomes.
Effective Communication
Demonstrates the ability to craft and deliver diverse communication modes tailored to meet the unique needs of various audiences, ensuring clarity and engagement.
Customer Focus
Builds and maintains strong relationships with internal and external customers, delivering solutions that prioritize and enhance the customer experience.
Accountability
Takes personal responsibility for meeting commitments, maintaining quality, and delivering results aligned with the VP's priorities and organizational expectations.
Planning and Alignment
Plans, organizes, and prioritizes own tasks to support the VP's schedule and business priorities while managing competing deadlines effectively.
Data Analytics
Leverages statistical, qualitative, and quantitative data to extract meaningful insights, drive decision-making, and solve complex business challenges. Demonstrates expertise in data validation, visualization, and analytical problem-solving.
Data Communication and Visualization
Constructs compelling narratives of business problems, root causes, and solutions using visual tools such as dashboards and reports, facilitating data-driven decision-making.
Valuing Differences
Embraces and leverages diverse perspectives, backgrounds, and cultures to foster an inclusive and innovative organizational environment.
Education, Licenses, Certifications
Bachelor Degree or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.
Experience
Requires significant relevant administrative or executive support experience, or specialized skills obtained through education, training, or on-the-job experience. Experience supporting senior executives, coordinating complex schedules and travel, and handling confidential information is preferred.
