Executive Assistant

LanceSoft

Job Description
Executive Assistant to SVP, Head of Early Development
As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the Manager(s) and their respective team(s), with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.

Travel: Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel ?issues as they arise
Preparing, submitting and tracking expense reports for the team, as necessary
Creating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2
Reviewing and subsequently uploading fully executed agreements/contracts into iCAP
Responsibility for collating and uploading data into COLLECT to meet Group Transparency reporting requirements
Uploading materials into CoManDo to meet Group compliance requirements
Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings
Organizing conference registrations & membership renewals for professional organizations
Providing fluid support across both corporate and personal calendars including travel and appointments
Coordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriate
Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)
Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents
Performing additional duties and assigned projects to achieve overall business objectives

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Vacancy posted 4 days ago

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