Executive Assistant

Job Description

• Manage and protect the CEO’s calendar. Schedule and prioritize all appointments, resolve all scheduling challenges, and schedule group meetings, conferences, teleconferences, and travel.
• Enable effective oversight of projects and programs sponsored or championed by the CEO’s Office by collating and consolidating relevant project/ program documents, participating in project/ program meetings, building and maintaining trackers, and using existing collaboration technologies within the organization to provide the CEO with seamless access to project/ program reports and updates.
• Ensure that all projects and programs sponsored or championed by the CEO’s Office are well aligned to the CEO’s priorities and workflows.
• Plan, schedule and coordinate meetings, conferences, and other events between CEO and internal and external participants, including in-person and online.
• Coordinate all CEO-led meetings. Prepare and disseminate agendas and pre-meeting assignments. Take meeting notes and distribute within 24-48 hours, highlighting next steps and tracking progress.
• Support the CEO’s local and international travel by completing all travel logistics and itineraries, facilitating preparation for travel, and preparing and submitting expense reports as required.
• Build effective working relationships with key members of projects and programs sponsored or championed by the CEO’s Office, and leverage these relationships to coordinate, integrate and collect project and program data on time.
• Develop PowerPoints, spreadsheets, and charts for CEO presentations and projects.
• Provide project support to the CEO. Take notes; identify decisions, action steps, and individuals responsible for them; track and follow up on tasks; and archive and manage project documents.
• Confidentially handle and manage all information and correspondence (electronic and non-electronic) in and out of the CEO’s Office.
• Perform other tasks and duties as assigned by the CEO.

Qualifications

• Bachelor's Degree in Engineering, Business, Marketing, or any other relevant discipline.
• 5-7 years relevant work experience in administrative, project or similar roles.
• Proven ability to manage multiple executive-level calendars.
• Must have a high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives within and outside of the organization.

Organizational Competencies:

• Customer Focus - People demonstrating this competency understand & exceed our customers’ needs. They develop trusted, reliable & collaborative relationships. They are consistently operating to the highest standards of service & delivery.
• Innovation - People demonstrating this competency constantly seek new & improved ways to deliver our products & services. They champion engineering & skills development, and work to create a collaborative and supportive operating environment.
• Integrity - People demonstrating this competency are open & honest in everything they do. They support financially & environmentally sustainable growth. They make socially responsible decisions and treat their stakeholders with respect.
• Be Bold - People demonstrating this competency are thorough in analyses & decision-making. They are courageous in expanding existing markets & developing new ones. They confidently pursue appropriate financial returns and are forward-thinking and ambitious.
• Sustainability- People demonstrating this competency are constantly seeking to create positive impact in the communities we serve.