Executive Operations Assistant

2 weeks ago

South Boston, United States TRIO Full time
Position Overview:
The Executive Operations Assistant will provide essential support to executives and teams across the organization. This role will focus on collaborating with the Global Energy Advisory and Sustainability Teams to facilitate the development and execution of various initiatives and events throughout their lifecycle.

Key Responsibilities:
  • Manage intricate and frequently changing calendars, prioritizing appointments based on significance and urgency while considering preparation and travel time.
  • Assist in preparing executives for meetings by proactively updating schedules, arranging travel, and gathering necessary information.
  • Organize and maintain files, including presentations, correspondence, and documents, ensuring easy access to essential materials.
  • Establish and nurture key professional relationships with internal and external stakeholders, interacting with all levels of personnel, including executives and external partners, with professionalism and confidentiality.
  • Draft, proofread, and edit presentations, spreadsheets, and reports using PowerPoint and Excel, as well as correspondence through MS Word.
  • Serve as the primary point of contact at reception, managing inquiries and directing them appropriately.
  • Collaborate with the Business Services team to manage electronic contract documentation.
  • Oversee kitchen supplies and maintain cleanliness in common areas.
  • Process expense reports for executives using SAP Concur, handling procurement and requisitions.
  • Coordinate cross-organizational meetings, team events, and employee recognition activities.
  • Conduct research and assist with external meetings, supporting the sales and marketing teams with logistical arrangements.
  • Handle sensitive information with discretion and professionalism.
  • Support other executive assistants and assist Leadership Team members as needed.
  • Manage various office accounts and subscriptions.
Qualifications and Skills:
  • Experience supporting executives and managing administrative tasks.
  • Proficient in booking travel and preparing itineraries, including international travel.
  • Strong verbal and written communication skills, with attention to detail in editing.
  • Ability to work independently and collaboratively in a team environment.
  • Familiarity with MS Office Suite, particularly Excel, PowerPoint, and Word.
  • Capability to adapt to a fast-paced environment while maintaining composure under pressure.
  • Commitment to maintaining a well-organized office space and supporting team dynamics.
Education and Experience:
A college degree is preferred, along with 2-3 years of experience in administrative roles. An interest in energy services and a willingness to engage in both content and process-related tasks are advantageous.

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