You will work closely with Divisional Chief Executives and the local team to facilitate work processes, communication, and organization across a diverse and globally distributed team. Being highly organized and thoughtful when planning and executing tasks in a timely manner, and able to support local and remote executives, is a key to success in this role. You will also need to maintain a high degree of confidentiality with sensitive information. Professionalism, passion for being an assistant, a positive can-do attitude, and being flexible with changing priorities and differing work styles are a must. A self-starter and a love of working in teams will aid in your success, along with your proficiency at Microsoft Office Word, Excel, PowerPoint, and Outlook and wants to continually learn and develop technology skills to achieve greater efficiency. You will need to be an effective communicator, both written and verbal, and believe communication is value add to building relationships and achieving work outcomes! There are some repetitive tasks that need to be done with excellence, along with a lot of project/program-based tasks that will challenge you and build your capabilities.
Specifically, the PA/Administrative Assistant will:
* Utilize time management skills to prioritize work according to urgency while maintaining a willingness to adjust expectations and priorities as needed and/or requested. * Handle communication for assigned executives, including the coordinating of schedules for meetings with Sector personnel, subsidiaries, corporate executives, and brokers. * Provide proactive support for assigned executives in relation to scheduling, travel, and meeting preparation. * Plan and book travel for assigned executives. * Assist executives in meeting preparation and projects. * Manage paper and digital files for Sector business and Mergers & Acquisition activity. * Communicate ideas for greater efficiencies to supervisor and then implement those ideas quickly. * Availability for occasional off-hours support. * Participate in professional development as scheduled and/or as requested. * Possible travel to support remote meetings, on an as-needed basis. Meeting planning including:
* Sourcing venues and working with sites on meeting logistics * Organize reservations, meetings and meals, and coordinate travel with attendees * Materials coordination and support
Qualifications, Education and Experience Guidelines
* Secondary degree or comparable experience * Minimum 5+ years of experience as an assistant to C-suite executive level personnel, ideally having supported more than one person at a time * Passion for and ability to utilize technology tools and resources * Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint required. Knowledge of SharePoint and Teams a plus * Proficiency in keyboarding - prefer 60+ WPM, as the job requires heavy keyboarding use * Strong written and verbal skills * Key attributes: Positive; self-motivated; task-oriented; good communicator; adaptable; quick thinker; fast execution; takes initiative; willingness to learn and develop new skills; great team player; attention to detail; great listening skills; always a step ahead; disciplined; ability to analyze data and information and synthesize; loves accountability and collaboration...