Administration Assistant

• Efficient Calendar and Schedule Management - successfully manage the calendar and schedule for up to 1o leaders ensuring optimal use of time and resources, minimal conflicts, and timely reminders for appointments and deadlines.
• Effective Communication and Coordination - facilitate clear and timely communication with internal/external stakeholders, ensuring messages are accurately conveyed and responses are prompt. Foster seamless communications among team members and business groups to ensure smooth operations and timely completion of tasks.
• Professional Correspondence and Document Preparation - produce high-quality written materials, including correspondence, reports, presentations, and meeting minutes, with attention to detail, accuracy, and professionalism. Assist in the preparation of well-organized and informative materials for meetings and presentations
• Event Planning and Coordination - successfully plan and execute in-person events, ensuring smooth logistics, timely arrangements, and a positive experience for attendees. Coordinate virtual meetings effectively, managing technical aspects, distributing materials, and facilitating smooth interactions.
• Expense Management and Invoice Processing - process expense reports and invoices accurately and efficiently, ensuring adherence to company policies. Grant approvals on behalf of leaders within delegated authority, maintaining accurate records and communication with employees and vendors.
• Proactive Problem-Solving and Initiative - demonstrate proactive problem-solving skills, identifying potential issues or challenges and taking initiative to find solutions or escalate as necessary. Provide proactive support to enhance efficiency and effectiveness.
• Continuous Improvement - Seek opportunities to improve processes, systems, and workflows to enhance the efficiency and effectiveness of the Americas Leaders. Actively stay updated on industry trends, best practices, and new technologies to enhance job performance.
• Confidentiality and Discretion - handle sensitive and confidential information with the utmost discretion, maintaining confidentiality in all interactions, communications, and document handling.
• Performance and Goal Achievement - meet or exceed performance goals set in collaboration with your manager, demonstrating a high level of productivity, professionalism, and commitment to excellence.

• Fluency in English - both verbal and written​.
• Strong organizational skills with high attention to detail.
• Be present in office a minimum of 3 days per week and prepared to work additional days if there are events or special circumstances that require in person presence for smooth coordination and execution.
• The ability to flex, multi-task and prioritize an everchanging workload while remaining calm under pressure and working to tight deadlines.
• Ability to think ahead and work proactively.
• Strong communicating skills, able to communicate with senior leaders as required and build trusted relationships with both internal and external stakeholders.
• IT literate with a high level of proficiency in IT applications such as the Microsoft office suite of products, able to produce high quality and professional documents as required. Able to learn and adapt to other technologies as required.
• Problem solving and decision-making skills, able to work autonomously and knowing when to escalate or request additional support and guidance.
• Excellent at working within a team and being a team player.

• Proven experience as an Executive Assistant or Administrative Assistant or similar role supporting senior executives.
• Exceptional organizational and time management skills, with the ability to prioritize and multitask effectively.
• Strong attention to detail and accuracy in all tasks and communications.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with the ability to produce high-quality output, including professional documents, spreadsheets, presentations, and email correspondence.
• Tech-savvy with the ability to quickly learn and adapt to new technologies and meeting platforms.
• Familiarity with virtual meeting technologies and proficiency in managing virtual meetings, including audio-visual set up, screen sharing, and troubleshooting technical issues.
• Ability to handle sensitive and confidential information with the utmost discretion.
• Strong problem-solving skills and the ability to think critically and make informed decisions.
• Proactive and resourceful, with the ability to anticipate the Regional President's needs and take initiative.
• Ability to work well under pressure and meet tight deadlines.
• Strong interpersonal skills and the ability to build and maintain trusted professional relationships with both internal and external stakeholders.

Alexander Mann Solutions