Executive Assistant

Reporting to the RBDC SVP, the Executive Assistant (EA) is responsible for providing support and owning key projects.  This role will handle calendar management, coordination of meetings and travel (domestic/international), preparation of PowerPoint presentations, internal communications, report distribution and record-keeping, coordination of monthly tracking reports, and other administrative duties as necessary.  This role will closely partnership with the RBDC National Project Manager to deliver execute on organization-wide, national employee events. The EA will work with cross-functional teams and internal stakeholders to ensure RBDC priorities are met.  

RESPONSIBILITIES

Areas that play to your strengths

All the responsibilities we'll trust you with:

• EXECUTIVE SUPPORT

  Calendar and travel management for SVP (domestic and international)

  Identify opportunities to create processes and systems to effectively support the SVP and to drive efficiency

  Identify & prioritize routine, as well as opportunistic meetings (1:1s, team meetings, project updates, ‘free’ time, etc.)

  Determine which meetings are critical and either cancel or delegate to another team member

  Plan and orchestrate meetings/conference calls across the RBDC Leadership Team (LT)

  Process forms and approvals

  Ensure that tasks and projects are completed correctly and by deadlines

  Run/manage staff meetings including agenda coordination to ensure important issues are identified and addressed; provide action item re-caps

  Create high-quality PowerPoint Presentations for SVP and other RBDC team members

  Liaison with Defensive Lines on any key communication and initiatives

• EVENT AND MEETING MANAGEMENT

  Lead the planning of all department level activities, including off-sites, workshops, Leadership meetings and Team building events.

  Responsible for all national meetings. This will include planning, organizing and communication.

  Manage and communicate SVP’s calendars and assist with prioritization.

  Maintain department calendar; coordinate regular and one-off department meetings, develop meeting agendas, and draft and distribute meeting minutes.

  Help prepare SVP, LT and team meeting materials

  Coordinate support staff for key meetings & events

• ADMINISTRATIVE TASKS

  Manage team calendar

  Schedule appointments, meetings and workshops, responsible for meeting minutes

  Make travel arrangements and verification of travel costs

  Support preparations for meeting and calls

  Oversee internal communications (collaboration, contact management etc.) and information flow, correspondence on behalf of the manager

  Key internal point of contact for Beekeeper, company communications platform

  Assist with onboarding new RBDC LT employees

  Verify invoices, supporting the manager or administrative responsibility for budget management (FRE, SRE, TRE, budget closing, invoicing, tracking of budget, re-charges)

  File and archive management

  Manage specific small projects and research, support projects

EXPERIENCE

Your areas of knowledge and expertise

that matter most for this role:

• 5+ years of experience as an Administrative Assistant  
• 3+ years of experience coordinating large events and meetings 
• Superior communication and presentation skills  
• Professional presence  
• Strong project management skills  
• Analytic and business acumen – reflected in successful project completion  
• Fast learner – ability to quickly learn new skills, integrate various approaches  
• Adept at facilitating meetings and communications  
• Highly collaborative with ability to work with executives across multiple functions  
• Advanced skills with Microsoft Office Suite (Excel, Word, PowerPoint)  
• Bachelor's degree or equivalent work experience 
• Must be fluent in English, additional language skills an advantage 

• Travel 10-20%
• Permanent
• Benefits eligible