Executive Assistant to the General Manager- Operations

Job description

Essential/Primary Responsibilities:

Executive Support

· Assists the General Manager-Operations with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.

· Communicates with the general staff on the General Manager- Operations behalf and coordinates logistics with high-level meetings both internally and externally.

· Communicates directly and on behalf of the General Manager- Operations with staff, and others on matters related to programmatic initiatives as directed.

· Drafts reports, letters, proposals; prepares and coordinates oral and written communication with respective parties on behalf of the General Manager- Operations.

· Supports General Manager- Operations in his external commitments related to ANC including service on external boards, universities, committees and other groups.

· Serves as the General Manager’s administrative liaison to the Board of Directors / Company Secretary and manages Board activities, which include coordinating meetings and receptions/arranging flights / hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials.

· Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the General Manager’s agenda.

· Maintains General Manager’s Desk

· Be comfortable with numbers and an ability to process a large volume of data to provide both qualitative and quantitative analysis reports as and when required.

Secondary Responsibilities:

· Performs other duties as assigned

· Provide assistance as needed to front desk operations

Experience & Education:

· Bachelor’s degree or equivalent experience with PA certification is a plus.

· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

· More than three years providing support for General Manager / upper-level management in a related organization.

Skills & Abilities:

· Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners.

· Proficiency in Windows, including MS Word, EXCEL and PowerPoint;

· Ability to work independently, maintain utmost professional discretion and confidentially

· Excellent writing, editing, grammatical, organizational, and research skills

· Ability to work with a broad range of people and multi-tasking

· Excellent management, time-management, and problem-solving skills