Job Summary:

This role provides a blend of advanced administrative support and strategic coordination to the Executive Vice President (EVP). This role ensures efficient daily operations, fostering alignment across functions, while contributing to key organizational initiatives. With a focus on administrative excellence, this role also engages in higher-level strategic activities that enhance the EVP’s effectiveness and drive organizational success.

Essential Job Duties:

• Performs other duties as assigned.

High-Level Executive and Business Support (60%)

• Schedule Management: Oversee the EVP’s calendar, prioritize and schedule meetings and events, and manage access to maximize strategic impact.
• Meeting Coordination: Organize events, meetings, and conferences, preparing agendas, materials, and capturing minutes. Facilitate follow-up on action items to ensure accountability. 
• Briefings Preparation: Prepare the EVP for key engagements, ensuring that all background information, briefing materials, and support resources are available and in order.
• Communication Management: Develop the EVP’s key communications, crafting high-quality presentations, reports, and messaging for internal and external audiences. Employ strategic thinking to ensure that all communications align with organizational goals and resonate across diverse groups.
• Budget Management: Track and manage basic budgets related to administrative and office operations, ensuring expenses align with financial plans.
• Office Operations: Research and recommend suppliers, coordinate office logistics (e.g., parking, vehicle maintenance), and manage disaster recovery plans.
• Process Improvement: Supports the EVP in maximizing operational efficiency, fostering alignment across functions, and advancing key organizational goals.

Project & Performance Management (30%)

• Project Assistance: Support project teams to ensure timely completion, monitor progress, and assist in tracking workflow and responsibilities.
• Resource Coordination: Collaborate with internal and external stakeholders to secure and allocate resources needed for projects and initiatives. Ensure that projects remain aligned with organizational goals.
• Workflow Tracking: Develop and maintain systems to track workflow, responsibilities, and deadlines, ensuring projects move forward efficiently and remain on schedule.

Strategic Advising & Coordination (5%)

• Data-Driven Insights: Support the EVP by synthesizing data and stakeholder feedback into actionable insights. Assist in aligning strategies with organizational objectives.
• Relationship Management: Act as an ambassador for the EVP, building and maintaining relationships with key stakeholders to foster collaboration and communication.
• Foresight & Initiative: Anticipate needs and proactively address challenges. Exhibit resilience and flexibility to manage high-pressure situations effectively.
• Cross-Functional Engagement: Facilitate cooperation across departments, aligning efforts to support the EVP’s strategic initiatives.

Resource Coordination: (5%)

• Manage multiple managers effectively, balancing their needs while ensuring that projects remain aligned with organizational goals.

Key Skills & Competencies

• Organization & Time Management: Ability to manage multiple priorities, organize complex schedules, and handle projects with efficiency.
• Communication Skills: Strong written and verbal communication, with the ability to draft clear and concise correspondence and reports.
• Attention to Detail: High level of accuracy and thoroughness in handling administrative tasks, from data entry to meeting coordination.
• Collaboration & Resourcefulness: Skill in working collaboratively with various teams and departments to achieve organizational goals. Proactive in finding solutions and navigating complex situations.
• Digital Fluency: Proficiency with office management tools, HR databases, and digital communication platforms.
• Strategic Thinking: Capability to analyze data, recognize patterns, and propose initiatives that align with organizational goals.
• Resilience & Adaptability: Maintain composure and effectiveness under pressure, demonstrating flexibility to adapt to shifting priorities.
• Technical Skills: Proficiency in Microsoft Office Suite, project management tools, and digital communication platforms.
• Collaboration and Partnership: Proven capability to work across teams and departments, leveraging strong interpersonal skills to build trust and consensus. Adept at influencing decision-making and driving alignment without formal reporting lines.

Education and Experience:

• Minimum of 5 years of experience in a senior administrative role, with exposure to project management or strategic advising. Experience in a financial or corporate environment is preferred.
• Education: Bachelor’s degree in business administration, Management, or a related field (or more than 5 years of equivalent experience).

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 20 pounds at times.