“I can succeed as an Executive Assistant at Capital Group.”
As one of our Executive Assistants, you will be a critical safety net for our Business Management leadership team. You’ve built a career assisting others and know the level of attention this role demands. You’ve tested various ways to stay on top of your to-do list, and you’ve found an ideal method to ensure success. You are a master in creating backup plans and alternative options when unforeseen circumstances arise. You’re highly resourceful, composed and empathetic. You have a way with people. You expertly leverage relationships to coordinate complicated calendars, prepare documents for meetings, make travel arrangements and contribute to ad hoc projects.
“I am the person Capital Group is looking for.”
Responsibilities
Provides administrative support.
Extensively manages calendars. Plans, negotiates and schedules meetings to accommodate manager and others. Uses discretion and judgment to determine the priority of meetings. Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines.
Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes and equipment as required. Meets, greets and escorts visitors, meeting attendees and candidates. Drafts, collects and distributes supporting documentation. May compile minutes and distribute follow up materials as required.
Manages complex travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost and timing implications. Ensures that managers have necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
Completes business expense claims promptly and follows up on reimbursements if necessary.
Produces general correspondence, reports and presentations. May create documents transcribing from voicemail, recordings or in-person meetings. Develops appropriate formats and checks for grammar, punctuation and spelling.
Manages incoming and outgoing mail and correspondence (post, email, etc.); handles routine issues directly and prioritizes remainder.
Covers telephones and takes accurate written messages and notes. Provides back-up for other administrative assistants.
Creates and maintains lists, files and databases to enhance efficiency and productivity. Organizes and maintains information that may be sensitive, confidential or technical in nature. Audits records for discrepancies and reconciles issues as appropriate.
Identifies opportunities to improve work processes/flow in order to leverage own and department’s workload.
Keeps abreast of internal administrative policies, practices and guidelines (meet-me-call best practices, travel and expense guidelines, Office Services processes).
May order supplies and equipment and handle incoming invoices.
May track, gather, maintain and compile market or internal information, and generate reports. May conduct basic analysis and auditing.
May conduct data analyses and presents findings using graphs, charts, diagrams and tables for inclusion in reports, brochures and presentations.
May train other administrative support staff on general responsibilities and provide work direction on day to day issues. Administrative Assistant III.doc 1Acts as first point of contact for the team or department.
Serves as first point of contact for inquiries. Assesses level of urgency, determines business nature and identifies what inquiries need to be directed to particular team members.
Responds to internal and external queries concerning guidelines, procedures or operations. Uses knowledge of the function and manager’s role to independently resolve issues for managers, escalating and redirecting more technical inquiries as appropriate.
Proactively develops relationships with key internal and external contacts in order to source information or redirect inquiries appropriately. May work on special projects as assigned. Performs additional responsibilities as assigned.
Helps to coordinate company governance meetings such as a Board of Directors meeting, including a meeting arrangement, meeting material consolidation/preparation, maintenance of meeting records and minutes based on instructions from reporting managers.
Helps to coordinate regular (monthly/quarterly/semi-annually) meetings with multiple stakeholders, including a meeting arrangement, meeting material consolidation/regular industrial data/business metrics update, maintenance of meeting records and minutes based on instructions from reporting managers.
Maintains records of client meetings and training sessions through SFDC by co-working with assistants in Sales team.
Proactively involves various inter-departmental and cross-border initiatives within Client Group to support enhancing the company’s business efficiency and growth (by co-working with multiple business stakeholders and their assistants).
Key skills and qualification:
- Quickly adapts to situations and responds to them with flexible personal and interpersonal skills.
- Demonstrates high level of proactiveness and motivation to pursue future opportunities of role expansion or responsibility enlargement.
In addition to a highly competitive base salary, per plan guidelines, restrictions and vesting requirements, you also will be eligible for an individual annual performance bonus, plus Capital’s annual profitability bonus plus a retirement plan where Capital contributes 15% of your eligible earnings.
You can learn more about our compensation and benefits here.
* Temporary positions in Canada and the United States are excluded from the above mentioned compensation and benefit plans.
We are an equal opportunity employer, which means we comply with all federal, state and local laws that prohibit discrimination when making all decisions about employment. As equal opportunity employers, our policies prohibit unlawful discrimination on the basis of race, religion, color, national origin, ancestry, sex (including gender and gender identity), pregnancy, childbirth and related medical conditions, age, physical or mental disability, medical condition, genetic information, marital status, sexual orientation, citizenship status, AIDS/HIV status, political activities or affiliations, military or veteran status, status as a victim of domestic violence, assault or stalking or any other characteristic protected by federal, state or local law.
