Executive Assistant / Office Manager
Description
of Your Role
As
the Executive Assistant / Office Manager, you will be responsible for a full range
of administrative and organizational management of office activities to ensure
the operational effectiveness and excellence of the business unit.
You
will also work in partnership with the rest of our global support network
around several types of activities, upholding the highest work ethics including
confidentiality, diligence, efficiency, self-motivation, and solid verbal and
written communications.
Overall
responsibilities include:
Executive
Project oversight:
- Acts on the
Authority of the Office of the Executive Chairman to oversee strategic
projects with a primary focus on initiatives affecting the value chain
that typically require cross functional resource allocation. Is
entrepreneurial and has discerning ability to recognize salient business
issues that “move the needle.”
- Assist the
Executive Chairman with his daily schedule and duties, to include managing
his calendar, commitments, and travel arrangements (planning itineraries,
developing agendas and meeting materials, reporting expenses, etc.)
including looking ahead and pro-actively solving conflicts
- Researching,
planning, organizing and managing events, meeting and conference call set
up – Global
- Placing
information on calendars in detail and ensuring that the information is
easily available for mobile principals
- Managing
preferred vendor agreements and frequent traveler subscriptions – hotels,
airlines, car services, credit cards
Administrative
Support:
- Coordinate
internal and external meetings related to the Chairman’s work as
necessary;
- Arranging
meetings and conference calls (including coordinating all meeting
logistics, developing agendas and meeting materials, etc);
- Recording,
transcribing, and distributing notes/minutes of meetings;
- Compose,
proofread, edit, and prepare briefings, documents, proposals,
- memos, program
summaries, meeting agendas, follow-up reports and other related materials
for internal and external distribution; and
- Planning space
allocations, layouts, and floor moves as required;
- Maintain
electronic and paper files for the Chairman, and perform other clerical
duties as needed or requested.
- Answering phone
calls and handling queries – typically within one hour
- Reading,
monitoring and responding to the principal's email – typically within an
hour (or in the first 1 hour when an assistant who is offline returns
online)
- Complete various
forms including: purchase requests, travel requests, expense reports
- Performing
project based research and preparing simple word and power point
presentation documents
Self-Management
& Emotional Intelligence:
- Leads in
creating an emotionally intelligent organization
- Demonstrates a
genuine passion for the work, and leverages political forces and tacit
knowledge to support the achievement of organizational goals and
priorities.
- Demonstrates
introvert and extrovert capabilities, unimpeachable integrity and
selflessness
- Have emotional
intelligence, diplomatic skills and keen judgment and has the ability to
give and receive constructive criticism.
Conflict
Management/Negotiating & Resolving Disagreements:
- Leveraging
conflict in the interests of Excelsior & setting standards. Holds
himself/herself and others accountable for respecting organizational
standards of civility in all circumstances.
Core
Competencies
Ethics
& Values: Promoting Ethics and Integrity/Creating Organizational Precedents
Organizational
Awareness: Building support and political acumen
Builds
and maintains alliances and networks of partners, colleagues and interest
groups inside and outside of the organization to achieve results.
Working
in Teams: Building and promoting effective teams
Makes
self-accessible and participates in corporate activities sharing information
associated with them.
Hard
Skills:
- Has a
multi-facetted lattice work of mental models and case study to draw upon
based on knowledge and experience;
- Has sharp
project management and organizational skills and sensitivity and orientation
to identify systemic issues and Multi-tasking;
- A strategic
thinker who is adept at multi-tasking in fast paced environment, able to
plan, prioritize, and organize individual and group activities and
processes;
- High level of
confidentiality, sound judgment and discretion, and a track record
demonstrating an ability to make difficult decisions;
- Has Information
gathering and analysis skills and a keen mind and multi-focal
intelligence;
- Positive
attitude and mature judgment with adaptive working style;
- Excellent time
management skills; able to prioritize and attend to multiple assignments
for self and senior manager(s).
Qualifications
for the Role
- Bachelor’s
degree
- 4-6 years of
experience preferred
- Demonstrated
success in staffing multiple senior level managers
- Exceptional
organization, interpersonal and presentation skills; strong team player
- Excellent time
management skills; able to prioritize and attend to multiple assignments
for self and senior manager(s)
- Comprehensive
and efficient research capacity
- Strong oral and
written communication skills
Contact
For
more information or to express interest, please contact our team at Careers at
Excelsior careers@excelsiorfirm.com, title the subject as: “Role: Executive
Assistant/Office Manager” and provide your CV/resume, a one page description of
why you are best suited for the role, and three references on or before June
10th 2013.
Only
applications received through the dedicated email address will be considered.
Excelsior
Firm is an equal opportunity employer
