Project and Program Support (40%)
Provide overall coordination function for PCAS department's short-term and long-term activities and projects
Assist P&C Leadership with a wide range of departmental and MEDA-wide projects ensuring that deadlines and timelines are met as required
Undertake research for the CEO as required, analyzing and synthesizing information and preparing summaries of materials from files
Assist the VP with confidential and sensitive matters as required
Organize or help to coordinate annual and other regular processes for the department, e.g., performance management, salary review process, annual budgeting process, etc. in collaboration with P&C colleagues
Coordinate various communications materials produced by P&C to ensure consistent and clear communication to employees leveraging all platforms
Support recruitment and other high-profile files led by P&C Leadership (e.g., liaison with executive recruitment firms)
Board Support (15%)
Create presentations and other meeting material, including Board/Human Capital Committee material, liaising with the VP and P&C team members to ensure required content is delivered on time
Coordinate the submission of Human Capital Committee and Board materials, working closely with the Human Capital Committee Chair and the Manager, Office of the CEO & Board Relations or their delegate
Scheduling and Meeting Support (25%)
Maintain the VP's calendar - calendar support may also be provided to other executives as required or as back-up to other Executive Assistants
Plan, schedule and organize P&C department meetings, keeping in mind time zones and staff availability
Create and maintain an annual calendar for the department
Manage the Human Capital Committee annual calendar
Travel and Expense Management (20%)
Arrange VP's travel, including hotels, VISAs, etc.
Prepare VP's expense reports on a timely basis
Processes departmental invoices and travel expenses and serves as primarily contact for Finance re: NetSuite
May liaise with departmental vendors and support contracting services on behalf of P&C leadership
REQUIREMENTS
Education and Experience:
University degree in Business Administration and/or Human Resources or equivalent working experience
Minimum 5 years' experience working in an administrative capacity in a busy multinational organization, supporting the activities of an executive and a department (preference a HR department).
Proven working experience dealing with Board matters in a multinational organization
Experience in using Convene for meetings is an added advantage