Senior Executive Assistant

Description

Reporting to the Vice President, Corporate Sustainability Officer, this role will provide essential administrative support to the department. You will be responsible for ensuring accurate data reporting related to compliance and financial needs, and for coordinating various administrative tasks. You'll work closely with internal teams and external partners, fostering strong relationships across departments. This role requires someone who is highly organized, self-motivated, and capable of managing multiple priorities efficiently.

Responsibilities

• Prepare and coordinate purchase orders and goods receipts for the department, providing guidance and training to team members on the process.
• Create, maintain, and consolidate various reports, including forecasts for leadership in different formats and frequencies.
• Organize and coordinate in-person and virtual meetings, including scheduling, preparing agendas, setting up materials and equipment, arranging guest speakers, and providing refreshments.
• Lead the coordination of large-scale events such as team planning meetings, team-building activities, training sessions, and special events.
• Assist with the administration of departmental programs (e.g., Service Awards, Appreciation Program) to promote engagement and recognition.
• Manage and prioritize the VP's calendar, optimizing schedules to ensure key priorities are addressed.
• Manage invoices, expenses, reimbursements, office supply orders, travel arrangements, and itineraries to ensure seamless operations.
• Regularly communicate task prioritization to align team goals with department objectives.
• Prepare daily status updates and reports to keep leadership informed on key activities.
• Coordinate and track team assets and resources, ensuring timely follow-ups.
• Monitor and ensure the completion of all required training and certifications within the team.

Experience

• 5+ years of experience as an Executive Assistant, preferably in a fast-paced and dynamic environment.
• Strong proficiency with MS Office 365, including Word, Teams, Excel, PowerPoint, and Outlook, and SAP Ariba.
• Exceptional verbal and written communication skills.
• Strong interpersonal skills with the ability to collaborate across teams and with external partners.
• Attention to detail, resourcefulness, and excellent problem-solving abilities.
• Critical thinking skills with the ability to make informed decisions independently.
• The ability to prioritize tasks effectively to manage multiple responsibilities simultaneously.