Executive Personal Assistant at HRM Connection Ltd

Job Description: 

• To provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support.
• Complete projects by assigning work to appropriate staff, on behalf of the CEO.
• Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
• Provide event management support as requested.
• Invest in building long-lasting relationships both externally and internally.
• Address cross-departmental bottlenecks/blockers by working with heads of departments and their staff to improve processes and coordinate adjustments to organizational procedures for optimized efficiency and productivity.
• Be involved in day-to-day operations and success metrics across the company.
• Ensure accurate reporting on all metrics, and support each department in helping them get the data visibility and analysis they need.
• Ensure our reporting across all metrics is widely visible and accurate. If inaccurate, review business process and technology support, and raise issues found.
• Assist and communicate with the C.E.O in decision-making, program management, and initiative implementation.
• Regularly meet and collaborate with individuals and department heads to identify gaps and provide recommendations to the C.E.O. on adjustments to priorities or business activities.
• Support the C.E.O. in any administrative help needed such as coordinating travel, and scheduling meetings with the team, customers, and agents.
• Providing department leaders with recommendations and consultation to improve teamwork.
• Keep the leadership team on track with key strategies/projects/initiatives, driving urgency and defining/measuring against key performance indicators.
• Support the C.E.O. in gathering information from individuals across the team and ensuring high quality and thorough responses and accurate data before presenting back to the C.E.O.
• Other projects/duties as assigned for the overall benefit of the organization

Requirements & Qualifications:

• Must have 5 or more years’ experience working in an administrative /support role in a fast paced environment.
• Associates Degree or equivalent combination of education and related work experience.
• Work experience as an Executive Personal Assistant or as a Group executive Administrative Associate.
• PA degree, diploma or certification is a plus
• Exceptional written and communication skills.
• Ability to manage internal and external correspondence.
• Willingness to work as an overall team member to help ensure continued growth and success of this company.
• Proficient in time management; the ability to organize and manage multiple priorities.
• Ability to take initiative and effectively adapt to changes.
• Extensive experience in creating documents and spreadsheets, using office software such as MS word, Excel, and PowerPoint.