Executive Assistant

Job Summary

The Executive Assistant provides comprehensive executive administrative support for the SVP, Global Stakeholder Engagement (GSE). This role ensures proactive, effective, and efficient functioning of the GSE leadership team, full confidentiality in all aspects of assignment, responsibilities, maintenance of procedures and follow-up on deadlines and commitments made, as well as contract and invoice processing, report compiling; and other essential correspondence and administrative duties.

Key Responsibilities & Duties:

• Prepares agendas for Senior Staff calls, Community Engagement & Policy Senior Management team, Globalization Steering Committee (all these groups involve several departments).
• Comprehensive note taking and action items for various steering committees
• Follows up on action items (accountability).
• Organizes several group F2F meetings over the year including logistics, preparing agendas, taking notes and action items.
• Organizes SVP co-ordination with external stakeholders.
• Build rapport of trust with Senior Team and their staff.
• Handle complex calendar and meeting management for SVP.
• Maintaining regional communications: weekly calls, minute meetings and calls, maintain the departmental Intranet and calendar.
• Obtain approval and process on behalf of Senior Advisor purchase orders in Oracle, travel requests in Salesforce and vacation requests in ERP.
• Coordinate assessments and goals of Senior Advisor’s Direct Reports in Halogen, and set up all performance evaluation meetings.
• Maintain Senior Staff, CEP and GSE pages on weCANN.
• Act as liaison between the remote team members and the hub office department functions, be the ‘go to’ person regarding global processes (HR, finance).
• Maintaining Departmental communications - Arrange Conference calls, minute meetings and calls, maintain the departmental Intranet and calendar.
• Create reports aggregating materials submitted by the team.
• Track invoicing and reimbursement in collaboration with the Finance department including managing PO, invoice and requisition processes through ReqLogic/Oracle.
• Track contracts and checklist in collaboration with the Legal department.
• Assist with planning for travel, meetings, materials and shipping .
• Other duties as assigned or requested.

Required Knowledge, Skills, and Abilities (KSAs):

• Proficiency using Excel, Word, PowerPoint and Adobe Professional.
• Proven ability to compose clear reports, summaries and other written communication.
• Ability to take fast notes or shorthand preferred.
• Detail-oriented and organized with the ability to multi-task.
• Discreet and diplomatic, strong multicultural knowledge/feeling.
• Good team player, has a collaborative approach in work.
• Ability to work independently with minimal guidance.
• Project management knowledge a plus.
• Some knowledge of working with Boards and Steering Committees.
• Need to work flexible hours to support a global team across multiple time zones.
• Curiosity and passion for the development of the internet.

Education and Experience Requirements:

• Bachelor's Degree preferred.
• Minimum five (5) years of experience in an international environment working for a top level executive; equivalent more years of experience will be required if no degree.
• Experience with Intranet and online systems such as Concur and Oracle a plus.

Language

• Fluency, both written and spoken, in English is required.
• Fluent written and spoken language skills in any of the other official United Nations languages is strongly preferred.

Working Conditions & Physical Requirements:

• Willingness and ability to travel domestically and internationally as needed (around 10%) .
• Work is performed in a normal office environment with limited privacy and some exposure to background noise.
• While performing the duties of this job, the employee is frequently required to stand and walk. The employee regularly is required to sit. The employee is frequently required to talk or hear; use hands and arms to reach, handle or feel. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.  
• The employee may occasionally lift and/or move up to 25 pounds.