Executive Assistant

What is the oppotunity?

In this role, you will provide administrative assistance and organizational coordination to a two executives: Vice President and Senior Vice President, within Group Risk Management.

What will you do?

• Act as the key contact for the executive that you will be supporting.

• Manage and maintain calendars, and coordinates meetings, conferences, and travel arrangements for the Executive.

• Responsible for monitoring an inbox to help manage meeting proposals, and action items and address and delegate inquiries.

• Support to organize meetings, video, and in-person meetings (book meeting location and equipment resources). Set up and coordinate business planning sessions, town halls, staff meetings, management meetings, bi-weekly management team meetings, and one-on-ones with direct reports; agendas minutes, and supporting materials.

• Prepare presentation materials, reports, and meeting agendas, as required. Ensure relevant information is accessible, assembled, and prepared for meetings.

• As required, follow up on any agenda items, minutes, or deliverables including coordination with facilitator and presenters to deliver materials in a timely manner.

• Support the overall objectives of the senior management team with the coordination of meeting planning and materials, including providing administrative support, organizing team meetings, helping with town hall meetings, etc.

• Coordinate travel and hotel arrangements for the team, as needed.

• Process monthly expense reports and maintain Vacation Schedules and up-to-date records for the executive and their direct reports within Workday.

• Validate expense reports before VP approval, as required. Proactively seek opportunities to provide additional value to ensure all established deadlines/commitments are met

• Work closely with other executive assistants in the organization to effectively plan meetings, and events and manage calendar series. Provide administrative backup to other executive assistants during vacation and other absences

• Continue to adjust the way we work, supporting the overall goals of the senior management team (display agility, utilize new tools and skills (virtual capabilities), and encourage and proactively identify and execute efficiencies).

• Facilitate and support operational aspects, such as; asset and inventory management, onboarding support for new hires, and transfers

• Support the VP in activities to drive deeper employee engagement (i.e. team social events, coffee chat sessions, focus groups, and other connect-with-VP opportunities)other connect-with-VP opportunities)

What do you need to succeed?