Job Description

Responsibilities

• Must understand business priorities, ability to meet tight deadlines, demonstrate the ability to proactively anticipate needs and drive improvements to build capacity for the leadership team.
• Responsible for preparing reports, maintaining files & budgets, travel coordination, tracking and helping drive completion of key deliverables and following up on outstanding items, preparing expense reports, planning and coordinating meetings & engagement events, space planning and performing various special projects for the greater team.
• Manage complex, international calendars and scheduling with discretion.
• Management of team space, including moves, reconfigurations and new hiring on-boarding spaces.
• Perform administrative tasks for Fulfilment Centre and Delivery Station operations.
• Manage International travels for Senior Leadership Team visits.
• Manage expense report coordination and submission in a timely manner
• Organise, execute and assist with team engagement activities (i.e. Townhall meetings, offsites and other site-level events for PR, International team visits and external visits and team social events)
• Track and help drive completion of key deliverables and follow up on outstanding items
• Act as a liason for executives direct reports
• Work closely with the leadership team, finance partners and other Executive Assistants to provide support to the organization

Requirements

• Bachelor\xe2\x80\x99s Degree with 2+ years\xe2\x80\x99 experience assisting at the executive level
• Experience with reconciling expenses, booking travel and attention to detail
• Experience assisting multiple people at the Senior or Executive level.
• Ability to handle administrative details independently, while keeping team members adequately informed.
• Ability to prioritize and react with appropriate levels of urgency to multiple situations, requests and events that require quick response or turnaround.
• Ability to quickly learn organizational structure / objectives
• Ability to take on increased responsibilities as the position advances
• Previous working experience within a large scale rapid and process driven environment would be beneficial
• Experience with Microsoft Office Suite (specially Outlook, PowerPoint, Word, Excel and SharePoint)
• Excellent written and oral communication skills, team - oriented philosophy and problem-solving skills
• High levels of integrity and discretion in handling confidential information
• Sound judgement and flexibility in balancing competing priorities
• Desire and aptitude for learning new concepts on the job
• Creative problem-solver and self-starter
• Event and team morale planning experience for large numbers, including budget management, supplier sourcing, oversight and delivery
• Experience with new hire onboarding, team moves and space planning
• Strong analytical skills and demonstrated ability to improve processes
• High level of integrity and discretion in handling sensitive and/or confidential information
• Highly motivated, organized, and able to work effectively with minimal supervision
• Ability to multi-task effectively and work in a highly ambiguous environment
• Detailed planning, time management and organizational skills are required.
• Comfortable to organise scheduling in multiple timezones
• Strong Team player

Shortlisted candidates will be offered a 1 Year Agency Contract employment.