Executive Administrative Assistant

The Executive Administrative Assistant will support Communications Executives ensuring smooth operations and effective communication for the group. This role requires a proactive individual with exceptional organizational skills and attention to detail, the ability to manage multiple tasks, and the capability to build and maintain relationships across the enterprise. The successful candidate should appreciate a fast-paced, high-energy team and be adaptable to change. You should be able to solve problems through action, make high-quality decisions, work with urgency and accuracy, and think with a strategic mindset. Graceful management of ambiguity, cultivation of innovation, and an insatiable desire to collaborate are all required to be successful in the role.

Administrative Support: Provide comprehensive administrative support including managing calendars, scheduling meetings, coordinating travel arrangements, and managing expenses.

Project Management: Assist in the planning and execution of communication projects, ensuring deadlines are met and objectives are achieved. Track project progress and provide updates, as necessary.

Technology Management: High proficiency in GM technologies, but also embrace new technologies, programs, applications, and tools to enhance productivity, including Microsoft Office Suite, CoPilot, and project management software. Is an early adopter of emerging technology and takes lead on piloting new tech.

Document Preparation: Create, edit, and format documents, spreadsheets, and presentations. Ensure all materials are accurate, professional, and align with team standards.

Communication: Serve as a liaison between the executives and internal/external stakeholders. Craft clear and impactful communications and handle confidential information with discretion and professionalism.

Team Coordination: Organize and facilitate team meetings, including preparing agendas, taking notes, and following up on action items. Oversee alias, channel management, and ensure the Communications team is aligned and working efficiently. Takes notes and distributes post meeting action items. Helps with the tracking of key elements including Objective & Key Results/Key Performance Indicators, team budgets, purchase orders, and other team metrics.

Initiative: Identify opportunities for process improvement and take the initiative to implement solutions that enhance productivity and efficiency. Does "stretch assignment" tasks to work beyond scope to support others on the team.

Cross-Functional Collaboration: Work across various departments to gather information, coordinate efforts, and ensure the successful completion of projects. Build and maintain strong relationships with colleagues at all levels, particularly EA peers on other teams. Leads and teaches peers new ways of working, shares proactively to advance the entire team.

Event Planning: Assist in the planning and execution of internal and external events, ensuring all logistics are handled seamlessly. Runs point on all logistics for team offsite, including support with obtaining external speakers, travel, reservations, and other critical components.