Executive Assistant

job description

position overview

This position provides executive support to the 4As CEO

This is a key position which will be a mix of core administrative support and core support on organizational special projects.

This individual must perform job responsibilities at the highest level of professionalism in dealings with all levels of staff and management, internally and externally.

The individual will be expected to understand and follow the course of our business transformation and beyond. They will be expected to prioritize the various key projects in motion and working across the teams, they will ensure that the CEO remains ahead and in a position to drive the company forward.

position responsibilities

Special Project (ex:proposal development, partner engagement, ELT accountability etc)

• Executive and board level transformation initiatives

• Development of our business strategy and company operational blueprint

• Support the stand up of new business units

• Support the stand up of a new business planning process

• Collaboration with external strategic experts

Board Management

• Work with the CEO and The President, Member Solutions to ensure the board member seats are filled with the development of shortlist for replacement in cohorts with the CEO

• Manage the election process for replacement / renewal board members with the President Member Solutions under the oversight of the CEO

• Manage the execution of email activation of the CEO to the Exco, board and members to drive the business forward.

• Manage the communication with Board member pre, during and post board meeting

• Maintain active connection to core board members and Exco

ELT orchestration

• Attend ELT (Executive Leadership Team) meetings and track notes and next steps leveraging AI tool

• Ensure proper ELT agendas are developed each week in accordance with the company’s strategic direction

• Ensure that the CEO deliverables across the ELT are delivered on time including but not limited to

• • Monthly BU summary

  • Annual KPI cascade

  • Member & prospect presentations

• Ensure strategic onboarding of all new ELT members

Optimized & agentic workflow

• Establish and maintain electronic files in the appropriate shared drive, including up-to-date contact information from incoming email and business contacts, etc.

• Act as a strategic “gatekeeper” by managing calls/visits in line with the company’s priorities and business focus

• Remain available during non-office hours to provide assistance via cell phone & mail

• Manage the CEO’s communication cadence

• • Transformation strategy tracking and CEO mobilization related to this

  • Weekly ELT meeting support

  • All company email content curation

  • All company meetings

• Run the all company meeting agenda with HR to ensure that the CEO has the necessary occasion to address the company at large.

• Liaise with internal & external executive and administrative assistants on various projects and tasks; collaborate and provide back-up help, if possible

• Track dates and email anniversary notes to staff on behalf of CEO

• Develop new ways of working which automate the office of the CEO - including but not limited to:

• • CEO information curation agent across internal and external sources

  • Automate (voice to written) AI agent summarizing agency visits / meetings / forums / committees

  • Automated tracking of key 4As partners

Scheduling & diary & expenses

• Plan and manage comprehensive travel arrangements including, but not limited to, coordinating car service, flight/rail/car rental arrangements, hotel accommodations, meal reservations, visa information, and other details of travel. This includes providing detailed itineraries, agenda development, key contact information, meeting locations and addresses, and back-up plans while considering unique situations to anticipate and prevent travel challenges

• Plan the CEO September to January member and prospect cross-country visits to ensure the CEO has a constant and direct infusion of on the ground relationship and insight

• • Plan, maximise agency visits, prospect exposure and any conversion help needed, net net - drive CEO visibility

• Plan all board meetings through the year - January, May and September - with a keen eye focus on Washington (September)

• • Set up : attendee invites, agenda, speakers, related meetings like GRC

  • • Organize logistics

    • Organize presentation and audio/ visual material

    • Ensure minutes are developed by our legal partner & disseminated

• Assist with the coordination and logistics of on-site meetings including preparing agendas, meeting room reservations and set-ups, preparing nametags and materials, welcoming visitors, conference call and webinar coordination, audio/visual, catering needs, etc.

• Plan all conference visits throughout the year and timetable these

• • Ensure constant strategic prioritization relative to the 4As operational priorities and those of the CEO

• Prepare and code accurate expense reports via supervisors’ expense accounts submitted in a timely manner and in accordance with the T&E policy

• • Maintain accurate records

position requirements

• • Minimum ten years’ experience in fast-paced support/administrative position

  • Maintain a work ethic that mirrors organization’s culture and values

  • Ability to prioritize, multi-task and meet deadlines in a fast-paced environment

  • Ability to follow the business of the 4As and make decisions and propose prioritization based on the business priorities

  • Exercise sound judgment when dealing with sensitive and confidential matters

  • Excellent written and oral communication skills

  • Great presentation development tools

  • Strong attention to detail and organizational skills

  • Strong interpersonal and relationship-building skills

  • Ability to work collaboratively and be a strong team player

  • Strong track record of common sense, tact, and patience

  • Naturally adaptable and open to ongoing change

  • Respectful and professional at all times but has the gravitas to ensure the ELT and wider team members respect the CEO time and focus

  • Ability to work additional hours when necessary

  • Earns the trust of senior leadership staff and members

  • Expert knowledge of Google Docs/Word, Google Sheets/Excel; strong, Google Slides/PowerPoint skills and AI tools Cluade and Gemini

  • Meticulous attention to detail

  • Experience using the Google Workspace including Google Mail and Calendar a plus

  • Experience with CRM system, Nimble (built on Saleforce), a plus

  • Tech savvy, can easily navigate booking & reservation systems