Executive Assistant

Reporting to the Senior Vice President, Regional General Manager (RGM), you will provide direct administrative support to the region.

Your primary responsibilities will include:

Managing calendars

Coordinating meetings and domestic/international travel

Preparing PowerPoint presentations

Drafting and distributing internal communications

Distributing reports and maintaining records

Coordinating monthly tracking reports

Providing support to the SVP, RGM’s direct reports

Offering general office support to our regional offices

RESPONSIBILITIES

Areas that play to your strengths

All the responsibilities we'll trust you with:

Expand all

• EXECUTIVE SUPPORT

  Manage the calendar and travel arrangements (domestic and international) for the Senior Vice President and Regional General Manager.

  Plan and coordinate meetings and conference calls across the region.

  Process forms and prepare/submit expense reports.

  Manage staff meetings, including coordinating the agenda and tracking follow-up action items.

• EVENT & MEETING COORDINATION

  Lead the planning and execution of all regional activities, including off-sites, workshops, and team-building events.

  Maintain the regional calendar; coordinate recurring and ad hoc regional meetings, develop meeting agendas, and draft and distribute meeting minutes.

• OFFICE MANAGEMENT & REPORT COORDINATION

  Manage one or more Office Coordinators and lead office management activities for primary and secondary regional offices.

  Serve as liaison with the assigned Facilities Manager as needed.

  Provide document support in Word, PowerPoint, and Excel, including general formatting.

  Coordinate monthly reporting, including tracking and distribution.

  Verify invoices and support the manager or designated administrator with budget management (FRE, SRE, TRE, budget closing, invoicing, budget tracking, and recharges).

  Handle incoming emails, faxes, telephone calls, and mail.

  Maintain organized files and binders.

  Oversee archiving and record-keeping.

  Perform other administrative tasks as assigned (e.g., ordering office supplies, sending FedEx shipments).

  Provide ad hoc support for key events and programs.

EXPERIENCE

Your areas of knowledge and expertise

that matter most for this role:

• 3+ years of experience as an Administrative Assistant (supporting multiple leaders is a plus)
• 3+ years of experience coordinating large events and meetings
• Proficiency in Microsoft Office: Outlook, PowerPoint, Excel and Word
• Project Management experience
• Bachelor's degree or equivalent work experience 
• Must be fluent in English, additional languages an advantage

• Travel 0-10%
• Permanent
• Benefits eligible