Executive Assistant I

Position Summary:

Reporting to the Chief Financial Officer, the Executive Assistant will provide confidential administrative support services to multiple executive leaders including the Chief Financial Officer and his team including Sr Vice President, Sourcing & Procurement, Vice President Information Technology; Vice President, Legal & ESG; and others.

Key Accountabilities:

• Manage the calendar of the Executives including arranging and coordinating appointments, meetings and conference calls and managing conflicting demands and changes to schedule.
• Compose and prepare correspondence that is confidential in nature.
• Prepare, edit and format documents including, but not limited to correspondence, reports, presentations and agreements in a timely and accurate manner.
• Prepare and process monthly invoices and expense reports for the Executives.
• Organize and maintain filing system by ensuring all materials are securely filed on a timely and accurate basis
• Manage complex travel arrangements including coordinating travel plans, itineraries and agendas for the Executives and team.
• Anticipate issues and initiate appropriate action to ensure the most effective use of the Executive’s time.
• Plan and coordinate regular team meetings and annual conferences, including (but not limited to) attending the meetings, taking minutes preparing meeting materials and other related tasks.
• Other responsibilities as assigned.

Requirements:

• Post-secondary education along with 5+ years of experience supporting C-level executives.
• Proficiency in MS Office (Word, Outlook, Excel, Power Point)
• Demonstrated experience in organizing complex travel arrangements
• Ability to take initiative and work independently with little supervision/direction and to manage changing priorities
• Ability to handle and maintain confidentiality when dealing with highly sensitive information.
• Excellent ability to communicate effectively, both oral and written form
• Excellent organizational skills; ability to manage conflicting priorities and solve problems.
• Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and external stakeholders

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