Executive Assistant to President & COO
Overview
The COO Executive Assistant role provides overall administrative and research support to the President & Chief Operating Officer (COO). This position will interface with all levels of the organization, including the senior leadership team. Local and international travel may be required.
Key Responsibilities:
- Liaison with senior managers and contacts across Kallo businesses.
- Plan international travel including flights, hotels, local transportation and agendas.
- Organize schedules (agendas, attendees, objectives) and prioritize incoming meeting requests.
- Work with the COO to support and augment his ability to respond to action items and to prompt when these are becoming overdue.
- Work with sensitive information and maintain confidentiality.
- Prepare presentation material at an executive level.
- Work with teams in global field offices considering cross-cultural sensitivities and respect at all times.
- Ability to travel internationally for business.
- Prepare and edit correspondence, communications, presentations and other documents.
- File and retrieve documents and reference materials.
- Conduct research, assemble and analyze data to prepare reports and documents.
- Record, transcribe and distribute minutes of meetings.
- Monitor, respond to and distribute incoming communications.
- Answer and manage incoming calls.
- Receive and interact with incoming visitors.
- Liaison with internal staff at all levels.
- Interact with external clients.
- Co-ordinate project-based work
- Supervise, coach and train lower level staff
Desired Experience
- At least 5 years experience providing support at the executive level.
- Working knowledge of accounting practices and legal processes.
- Substantial experience coordinating executive schedules.
- High competency with all Microsoft Office applications.
- Knowledge of standard office administrative practices and procedures.
- Bachelors degree
- Fluency in French (verbal and written) is an asset.
Personal Attributes
- Ability to prioritize and effectively execute tasks in a high-pressure environment is crucial.
- Strong initiative, assertiveness, negotiation, problem-solving, decision-making and presentation skills.
- Good logical, interpersonal, written and oral communication abilities with a strong attention to detail.
- Organizational, planning, information gathering and monitoring skills.
- Strong execution ability, with an energetic ‘can-do’ team player attitude, and an ability to drive and manage change is important
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