Executive Assistant to the Executive Manager Local Sales

Executive Assistant to the Executive Manager, Local Sales

Main Purpose of Job: 

In direct support of the Executive Manager – Local Sales, the Executive Assistant to the Executive Manager – Local Sales is a key member of the Sales division. The Executive Assistant oversees and manages the office of the Executive Manager, providing high level administrative support to the Sales Management team. This role is highly visible in the organization and requires an individual who is well organized, personable, discreet and detail oriented.

Essential Duties and Responsibilities:

• Provides comprehensive support services to ensure a professional, responsive and effective experience with the organization.
• Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.
• Strict adherence to deadlines and timely responsiveness to requests made to the office of the Executive Manager, Local Sales.
• Maintains confidentiality and uses a high degree of discretion in all matters.

Key Accountabilities:

• Writes error-free, eloquent emails and letters.
• Sorts and prioritizes all incoming and outgoing mail. This includes follow-up action such as acknowledging, responding and following up on any necessary action as indicated by the Executive Manager to invitations, meeting requests or ongoing matters.
• Answers and directs calls and emails of the Executive Manager of a general nature and screen internal visitors, prioritizing needs and managing impromptu meeting access to the Executive Manager’s office.
• Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
• Uses Outlook, Word, Excel, and PowerPoint to produce materials, draft high-level presentations, communications and documents for internal and external meetings and conferences.
• Creates and edits visual presentations for meetings as required.
• Organizes travel arrangements and associated budgets and travel itineraries related to the Executive Manager’s travel. Ensures that all related needs for travel are prepared and supplied beforehand (e.g. Forex, hotel and flight reservations, travel insurance, VISA applications, etc.).
• Works in a professional and focused manner to schedule internal and external meetings including, but not limited to, Management meetings, project teams, etc.
• Provides accurate transcription and documentation of meetings, distributes meeting minutes, agendas and meeting packages.
• Works closely with the Executive team to arrange meetings and events as needed, in conjunction with other Executive Assistants.
• Organizes Sales Management team events.
• Maintains Leave Tracking Calendar for the Executive Manager’s direct reports.
• Receives and sorts approval requests in order of priority (sorted by time sensitivity) for follow-up by the Executive Manager.
• Generates all relevant reports as required.
• Undertakes special assignments/projects on a wide variety of issues as requested by the Executive Manager.
• Maintains physical and electronic office filing systems.
• Executes SAP transactions on a timely basis.
• Performs other duties as required and/or assigned.

Qualifications & Experience:

• Tertiary Degree or qualification in Business, Marketing, or related field and a minimum Bachelor’s Degree required (any Degree which covers basic courses in Business, Administration, Finance or any related field is acceptable), or previous experience in a similar role would be an asset.
• Intermediate experience with SAP, the Microsoft Office suite and Microsoft Outlook is required.
• Public Company experience and supporting an Executive Manager of a public company would be an asset.
• A combination of relevant qualifications and experience may be considered in lieu of minimum requirements.

Required Knowledge/ Skills/ Abilities:

• Maintains punctual, regular, and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and co-workers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
• Provides systematic and dependable follow-up, as well as a high level of organization and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Act proactively and without much supervision, anticipating needs and following through. Successfully manage tight deadlines and long-term projects through excellent organization and prioritization skills.
• Ability to understand and interpret policies and procedures as well as apply them with consistency.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners, suppliers, and customers.