Sr Executive Assistant I

Executive Assistant & Program Coordinator

We are seeking an exceptional and detail-oriented Executive Assistant & Program Coordinator to support four senior executives spearheading a major multi-year Technology Enabled Business Transformation. This position blends high-level administrative support with critical program coordination responsibilities, requiring a dynamic professional who thrives in a fast-paced, transformative environment.

Key Responsibilities:

• Executive Support:
• Calendar Management: Proactively manage complex, dynamic schedules for four senior executives. This involves scheduling and confirming meetings, managing time zone differences for global calls, and prioritizing tasks to ensure optimal time management. Resolve scheduling conflicts, ensuring all stakeholders are informed and updated promptly.
• Communication: Serve as the communication gatekeeper, screening and prioritizing emails, calls, and other correspondence. Draft, edit, and proofread high-quality emails, presentations, and reports for internal and external audiences. Prepare briefings for meetings by compiling relevant documents, reports, and data insights.
• Travel Coordination:
• Plan and organize comprehensive travel itineraries, including flight bookings, ground transportation, and accommodation, ensuring alignment with executives schedules and preferences. Prepare detailed travel briefings with all necessary documents and contacts.
• Administrative Support:
• Handle a wide array of administrative tasks, including filing, record-keeping, and office supply management, ensuring the executives' office runs smoothly. Oversee expense reports and budget tracking for the executives, ensuring accuracy and compliance with company policies.
• Program Coordination:
• Project Coordination: Collaborate with the transformation team to plan and execute project activities, ensuring alignment with strategic goals and timelines. Maintain project trackers, dashboards, and documentation to provide accurate and up-to-date project status.
• Meeting Facilitation: Organize and facilitate cross-functional project meetings, ensuring all participants are prepared and have access to necessary documentation. Record and distribute meeting minutes, tracking action items and follow-up tasks to ensure accountability and completion.
• Communication and Reporting: Develop and maintain strong relationships with key stakeholders across the organization to enhance communication flow and stakeholder engagement. Prepare comprehensive project reports and presentations for executive review, distilling complex data into clear, actionable insights.
• Risk and Issue Management: Assist in the identification and monitoring of project risks and issues, facilitating the development of mitigation strategies. Maintain a risk register and work with project leads to ensure proactive management and resolution of issues.
• Budget and Resource Monitoring: Support the tracking and management of project budgets, ensuring resources are allocated efficiently and expenditures are within planned limits. Assist in preparing financial reports and forecasts for review by the project leadership team.

Qualifications:

• Bachelors degree in Business Administration, Management, or related field is preferred.
• 3+ years of proven experience as an Executive Assistant, Program Coordinator, or Junior Project Manager, preferably in a technology or transformation setting.
• Exceptional organizational skills with a keen attention to detail.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools (e.g., MS Project, JIRA, Trello).
• Excellent written and verbal communication skills, with the ability to communicate effectively at all levels of the organization.
• Strong problem-solving skills and the ability to anticipate needs and potential challenges.
• Ability to handle confidential information with discretion and maintain a high level of professionalism.
• Experience in technology and business transformation initiatives is highly desirable.
• Project Management Professional (PMP) certification or equivalent is advantageous but not required.

Key Competencies:

• Attention to Detail: Demonstrated ability to manage intricate scheduling and project components accurately and efficiently.
• Proactive Problem-Solving: Capacity to anticipate needs and potential challenges, offering innovative and timely solutions.