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ID431953
ReferenceMK431953
TitleExecutive Assistant
Job TypeContract
Location
Description
  • The Executive Assistant conserves the Vice President’s time and promotes the HBS image by representing the Vice President internally and externally. The role is designed to make the leader more effective in daily operations, strategic planning, and decision making. Besides providing superior support in a variety of complex administrative tasks, this role involves strong program and project management capability. The Executive Assistant will work closely with the HBS Enterprise leadership team in addressing opportunities for operational excellence, standardization and driving the leadership agenda for the Pole. Key to the role is the effective management and use of a standard project framework and operating system including: MOS, RAIL, Comms.

    Responsibilities:
  • Proactively manage a wide range of executive and administrative duties and processes
  • Deal with incoming email, post or other correspondence as required
  • Devise and maintain office systems including data management and electronic filing
  • Carry out background research, produce reports, briefing papers and findings
  • Work multiple priority activities that require extensive coordination in multiple time zones; schedule appointments and meetings, and manage the calendars for VP and other leadership members as assigned
  • Arrange corporate travel and meetings by developing itineraries and agendas, visas, scheduling flights, booking other transportation, arranging lodging and meeting accommodations
  • Provide general assistance for presentations, workshops or meetings. Ensure senior management is briefed for meetings. Take notes if required and follow up
  • Screen phone calls, enquiries or requests and handle if/when appropriate
  • Protect confidential and sensitive personnel information for Leadership, HR and Customers
  • Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans
  • Manage team MOS as an integral part of the leadership team and drive accountability around actions, right and fast
  • Ensure that assigned projects / tasks are correctly planned and managed during execution
  • Establish, maintain and drive best practices in all aspects of Office Management
  • Be a change agent - influence, consult, and lead efforts for sharing and standardizing of best practices and processes
  • Drive on-time project / task completion with excellent quality and customer experience
  • Coordinate with other assistants (Pole-Region-Country). This work will include working process improvement projects, rotational duties (i.e., ordering office supplies and managing conference rooms). Support for other assistants during time away from the office also required
  •  Organize leadership events. Provide logistical and on ground support for major customer and employee events as needed
  • Interact effectively with internal customers; handle communications and inquiries with external customers in a global multi-cultural environment

    Experience & Qualifications:
    • High School Diploma or GED equivalent
    • IT savvy, fully conversant and proficient in Microsoft office and related software packages
    • 5-10 years of executive administrative experience
    • Degree in business or related field preferred
    • Handle multiple tasks simultaneously and autonomously
    • Work unsupervised, efficiently and effectively in a demanding environment
    • Skilled at organizing administrative processes and systems
    • Successfully interact with a dispersed leadership team, other executive administrative assistants and customers
    • Excellent interpersonal, organization and communication skills appropriate to a multi-cultural and diverse working environment
    • Excellent language skills both verbal & written in English; other languages an asset
    • Strong problem solving skills that allow to proactively anticipate requirements
    • Able to maintain a high degree of confidentiality and discretion
    • Enthusiastic with a positive outlook and willingness to help or step in where needed, honest and reliable
    • Advanced proficiency in various software programs including MS PowerPoint, Excel, Outlook and Word
    • Detail oriented; possess executive presence, maturity and judgment; and must have the ability to think strategically, see the “big picture,” recognizing impact of decisions on the operation and company
    Additional Attributes/Skills Sought:
    • Growth and Customer Focus – Sees everyone as their customer doing an excellent job even if that means delivering tough messages. The ability to quickly build trusting relationships with customers
    • Leadership Impact – Model integrity. Act as a true business partner, displaying gravitas and maturity
    • Gets Results – Results-oriented, meets commitments, taking a pro-active approach and focusing on efficiency
    • Makes People Better – Coach and mentor, attract and develop top talent, address poor performance quickly
    • Champions Change and Six Sigma – Challenges the status quo. Comfortable operating in an ever-changing environment and leading others through change initiatives
    • Effective Communicator – Excellent communication skills both written and oral. The ability to influence. Strong presentation and facilitation skills
    • Self-aware learner – Aware of development areas and open to feedback. The ability to handle pressure, complexity and conflicting priorities
Main SkillsThe Executive Assistant conserves the Vice President’s time and promotes the HBS image by representing the Vice President internally and externally. The role is designed to make the leader more effective in daily operations, strategic planning, and decision making. Besides providing superior support in a variety of complex administrative tasks, this role involves strong program and project management capability. The Executive Assistant will work closely with the HBS Enterprise leadership team in addressing opportunities for operational excellence, standardization and driving the leadership agenda for the Pole. Key to the role is the effective management and use of a standard project framework and operating system including: MOS, RAIL, Comms. Responsibilities: • Proactively manage a wide range of executive and administrative duties and processes • Deal with incoming email, post or other correspondence as required • Devise and maintain office systems including data management and electronic filing • Carry out background research, produce reports, briefing papers and findings • Work multiple priority activities that require extensive coordination in multiple time zones; schedule appointments and meetings, and manage the calendars for VP and other leadership members as assigned • Arrange corporate travel and meetings by developing itineraries and agendas, visas, scheduling flights, booking other transportation, arranging lodging and meeting accommodations • Provide general assistance for presentations, workshops or meetings. Ensure senior management is briefed for meetings. Take notes if required and follow up • Screen phone calls, enquiries or requests and handle if/when appropriate • Protect confidential and sensitive personnel information for Leadership, HR and Customers • Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans • Manage team MOS as an integral part of the leadership team and drive accountability around actions, right and fast • Ensure that assigned projects / tasks are correctly planned and managed during execution • Establish, maintain and drive best practices in all aspects of Office Management • Be a change agent - influence, consult, and lead efforts for sharing and standardizing of best practices and processes • Drive on-time project / task completion with excellent quality and customer experience • Coordinate with other assistants (Pole-Region-Country). This work will include working process improvement projects, rotational duties (i.e., ordering office supplies and managing conference rooms). Support for other assistants during time away from the office also required • Organize leadership events. Provide logistical and on ground support for major customer and employee events as needed • Interact effectively with internal customers; handle communications and inquiries with external customers in a global multi-cultural environment Experience & Qualifications: • High School Diploma or GED equivalent • IT savvy, fully conversant and proficient in Microsoft office and related software packages • 5-10 years of executive administrative experience • Degree in business or related field preferred • Handle multiple tasks simultaneously and autonomously • Work unsupervised, efficiently and effectively in a demanding environment • Skilled at organizing administrative processes and systems • Successfully interact with a dispersed leadership team, other executive administrative assistants and customers • Excellent interpersonal, organization and communication skills appropriate to a multi-cultural and diverse working environment • Excellent language skills both verbal & written in English; other languages an asset • Strong problem solving skills that allow to proactively anticipate requirements • Able to maintain a high degree of confidentiality and discretion • Enthusiastic with a positive outlook and willingness to help or step in where needed, honest and reliable • Advanced proficiency in various software programs including MS PowerPoint, Excel, Outlook and Word • Detail oriented; possess executive presence, maturity and judgment; and must have the ability to think strategically, see the “big picture,” recognizing impact of decisions on the operation and company Additional Attributes/Skills Sought: • Growth and Customer Focus – Sees everyone as their customer doing an excellent job even if that means delivering tough messages. The ability to quickly build trusting relationships with customers • Leadership Impact – Model integrity. Act as a true business partner, displaying gravitas and maturity • Gets Results – Results-oriented, meets commitments, taking a pro-active approach and focusing on efficiency • Makes People Better – Coach and mentor, attract and develop top talent, address poor performance quickly • Champions Change and Six Sigma – Challenges the status quo. Comfortable operating in an ever-changing environment and leading others through change initiatives • Effective Communicator – Excellent communication skills both written and oral. The ability to influence. Strong presentation and facilitation skills • Self-aware learner – Aware of development areas and open to feedback. The ability to handle pressure, complexity and conflicting priorities
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