On Premise Executive Assistant

Reporting to the EVP, On Premise, you will provide high-level administrative support to the On Premise Leadership Team, ensuring smooth daily operations and effective coordination across key business activities. Your responsibilities will include managing complex calendars; coordinating domestic and international meetings and travel; preparing PowerPoint presentations; facilitating internal communications; distributing reports; maintaining records; and overseeing monthly tracking reports. In addition, you will support the EVP’s direct reports with their travel arrangements.

RESPONSIBILITIES

Areas that play to your strengths

All the responsibilities we'll trust you with:

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• EXECUTIVE SUPPORT

  Manage the EVP, On-Premise’s calendar and travel arrangements (both domestic and international).

  Plan and coordinate meetings and conference calls across the region.

  Prepare and process forms and expense reports.

  Organize staff meetings, including coordinating agendas and tracking follow-up action items.

• EVENT AND MEETING COORDINATION

  Lead the planning and execution of all leadership-level activities, including off-site meetings, workshops, and team-building events.

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

• INTERNAL COMMUNICATIONS

  Manage the communications calendar for all-hands meetings and quarterly business updates.

  Provide documentation support to presenters.

  Work with RBNA Internal Communications to distribute OnP-relevant information.

• OFFICE SUPPORT AND REPORT COORDINATION

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

  Coordinate monthly reporting, including tracking and distribution

  Verify invoices and support the manager with administrative responsibilities related to budget management (FRE, SRE, TRE, budget closing, invoicing, budget tracking, and recharges)

  Maintain organized files and binders

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

  Provide ad hoc assistance with 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; experience supporting multiple leaders is a plus.
• 3+ years of experience coordinating large events and meetings.
• Proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Word.
• Experience in project management.
• Bachelor’s degree or equivalent professional experience.
• Fluency in English is required; proficiency in additional languages is an advantage.

• Travel 10-20%
• Permanent
• Benefits eligible