Primary Role:
Responsible for providing administrative support to a senior level leader or to an organizational function within the company.
Key Accountabilities:
• Coordinate, compile & edit reports and/or presentations and meetings with senior leadership and/or board members inside and outside the company. Generates and maintains highly confidential files, records, and reports. (20%)
• Maintain calendars, schedule appointments and meetings. Coordinate travel arrangements, reconcile and maintain expense records and statements handles; invoices and disbursement processing for leadership and direct reports. Handle telephone requests and responds to inquiries. (20%)
• Prepare reports which may include basic research, preliminary recommendations and suggested conclusions; work with Director to finalize and formalize reports. Creates and maintains tracking logs,
• monthly status reports, etc. Researches, prepares, compiles and extracts information and supporting data in preparation for meetings, projects and reports. Prepares agendas. (20%)
• Provide logistical and planning support for functional meetings, workshops, monthly calls, department meetings and other various group meeting needs. Prepare agenda and meeting materials and compiles outputs and reports. May also coordinate related travel information; dining information. Participate on-site for applicable meetings. (20%)
• Apply functional and business knowledge to compose internal communications (articles, intranet postings, emails) as well as other external correspondence from rough notes. Handles telephone requests and responds to inquiries. Manage, coordinate and provide guidance on writing and posting policies, strategies and practices documents on the company intranet. (BOP only) (10%)
• Use advanced specialty software applications to create and maintain support tools which may include intranet pages, hyperlinks to reference documents, surveys, report summaries, powepoint resentations, training materials and various forms. (10%)
Executive Assistant duties specific to ITS include:
• Coordinate year-round ITS Events and Rewards & Recognition programs including, but not limited to Holiday-related activities or events, assuring timely processing of recognition paperwork etc. (10%)
• Participate in the development of ITS learning development opportunities, employee surveys, focus groups and internal communications, coordination of activities related to annual evaluations, surveys and other initiatives. (10%)
Education:
• High School Degree or GED and administrative training required.
• An Associate's Degree in business, related field or equivalent experience preferred.
Knowledge:
• Broad knowledge of company operations, policies and procedures.
• Knowledge of advanced secretarial procedures and executive protocol.
Experience: 5 to 7 years of secretarial experience with specific experience supporting the senior leadership and teams.
Travel Requirements: occasional travel to support workshops and functional meetings (BOP only)
Key Interfaces/ Relationships:
• President and CEO
• Executive Management Team and their Executive Assistants
• All Business Center Functional Departments
• Finance Directors and their Executive Assistants
