Executive Assistant

Executive Assistant To SVP, Head Of Early Development

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the Manager(s) and their respective team(s), with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.

Travel:
Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise

Preparing, submitting and tracking expense reports for the team, as necessary

Creating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2

Reviewing and subsequently uploading fully executed agreements/contracts into iCAP

Responsibility for collating and uploading data into COLLECT to meet Group Transparency reporting requirements

Uploading materials into Co Man Do  to meet Group compliance requirements

Maintaining calendars of designated team members as required:
Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings

Organizing conference registrations & membership renewals for professional organizations

Providing fluid support across both corporate and personal calendars including travel and appointments

Coordinating small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriate

Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)

Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents

Performing additional duties and assigned projects to achieve overall business objectives