Administrative Assistant MEA

Job Description

Position Overview:

The Administrative Assistant provides administrative and project support to the Vice Presidents and Head Office of MEA. This includes calendar management, travel planning, preparation of reports, correspondence, and presentation decks; and other administration activities to effectively support the successful performance of the executive and their respective teams. The Assistant leads and collaborates in the budget management process for the different departments. This role is also responsible for the effective coordination of details and logistics pertaining to each department’s internal and external events. Assess established ways of communication and make recommendations for optimization.

Key Accountabilities:

• Determine and assign scheduling priorities based upon an elevated understanding of business context to make informed decisions regarding VPs availability, monitor and control time and location.
• Maintain VPs’ calendars up to date and schedules appointments, meetings, and other engagements.
• Arranges sophisticated and detailed travel plans and itineraries.
• Processes travel and departmental expenses.
• Responsible for recurring meetings including direct report 1:1s and Leadership team meetings; provide direction to Facilities and IS&T teams to ensure meeting locations, equipment and technology needs are met based on a variety of different meeting settings and expectations.
• Source, identify and manage preferred vendors based upon profitability expectations.
• Lead the coordination of any onsite or offsite meetings.
• In partnership with The VP and key business stakeholders, oversee and execute the creation of reports, PowerPoint decks, and presentations including business updates and internal team communications· Lead the preparation of meeting agendas in close partnership with the VP.
• Collaborate with other internal and external stakeholders on cross functional projects and deadlines.
• Other ad hoc projects that fit the needs of the business.

Qualifications:

Required:

• 5+ years of business and project management experience with a focus on supporting high level executives in heavily matrixed environments.
• Extremely organized and detail oriented. Ability to handle several tasks concurrently with ease.
• Availability and flexibility to adjust to schedule changes in the context of a global organization.
• Experience planning all aspects of complex national and international business trips.
• Strong analytical, problem-solving and teamwork skills.
• Ability to manage sensitive and highly confidential information and matters in a trusted manner.
• Excellent written (structure, speed and accuracy), verbal, and interpersonal communication skills.
• Ability to meet deadlines and in high-pressure situations.
• Experience working within a fast-paced environment.
• Ability to work with different software’s : Zoom, Excel, PPT and Office 365.

Preferred:

• Bachelor's degree preferred