Intuitive Technology. Enhancing Life

Executive Assistant to President & COO

Role Summary/Purpose
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.

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 prioritise incoming meeting requests.
  • Work with the COO to proactively support him in maintaining his ability to respond to action items and necessary tasks, and to prompt when these are about to become overdue.
  • Work with sensitive information and maintain confidentiality.
  • Prepare presentation material at an executive level.
  • Work with teams in global locations including international travel.
  • Prepare and edit correspondence, communications, presentations and other documents.
  • File and retrieve documents and reference materials.
  • Conduct research, assemble and analyse data to prepare reports and documents.
  • Design and maintain databases.
  • 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
  • Review operating practices and implement improvements where necessary
  • Supervise, coach and train lower level staff

Desired Experience

  • Demonstrated project management skills including the ability to organize work in an efficient manner in addition to the ability to work well in results focused & fast paced environment
  • Superior telephone etiquette and an ability to deal effectively with customers, peers and management
  • Previous or current experience with Healthcare IT and or Medical device companies
  • Strong problem-solving skills and inherent decision-making ability
  • Good initiative and assertiveness

Work Conditions

  • Sitting for extended periods of time.
  • Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects.
  • Physically able to participate in training sessions, presentations, and meetings.
  • Extensive travel may be required.

Personal Attributes

  • Ability to effectively prioritize and execute tasks in a high-pressure environment is crucial.
  • Proven analytical and problem-solving abilities.
  • Strong written and oral communication skills.
  • Strong interpersonal skills.
  • Customer service skills an asset.
  • Highly logical.
  • Highly self motivated and directed.
  • Keen attention to detail.
  • Organizational and planning skills.
  • Information gathering and information monitoring skills.
  • Judgment and decision-making ability.
  • Initiative.
  • Confidentiality.
  • Flexible.

Education and Experience

  • A level standard of education.
  • Working knowledge of accounting practices and legal processes is preferred.
  • Proven executive office administration experience.
  • Substantive experience of organizing schedules and prioritising meeting requests.
  • Demonstrate high level of competency working with all Microsoft Office applications including - PowerPoint, Excel and Word.
  • Able to work with both Windows and Apple computers.
  • Demonstrate a high level of competency in web-based tools.
  • Excellent oral and written communication skills.
  • Flexible and pro-active & positive mind-set.
  • At least 3 years experience providing support at the executive level.
  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite.
  • Knowledge of standard office administrative practices and procedures.
  • Bachelors degree an advantage.

KALLO will only employ those who are legally authorized to work. Any offer of employment is conditioned upon the successful completion of a background investigation and drug screening. Apply Now