**JR-7275 - Executive Assistant - Professional Services/Corporate Environment**
**Why you will love working with this Client?
**
Our client is a global professional services firm.
This is an exciting opportunity for you to join a successful global team.
**Location / Shift**
Clark Office, Night Shift
The primary purpose of the Executive Assistant we are in need of is to be responsible for providing operational and administrative support to the Group Buying RDM.
You will also have to assist the Regional Department Managers in managing output, workflow, operating rhythms and deadlines by being across strategic imperatives and priorities.
**Financial Performance and Growth task**:
- Analyze expenses and invoices and flag any questionable charges to the Department Head for their approval.
- Reconcile Regional Department Manager's credit card statements and take appropriate action regarding discrepancies.
- Provide continuous, high-quality Executive support by organizing and maintaining the Regional Department Manager's Outlook Calendar by coordinating meetings, catering and events whilst keeping abreast of priorities, changes and conflicts.
- Contribute to the growth of the Organization by being a key member of the team and ensuring professional and friendly engagement with Executives, their EAs, Key Stakeholders and cross-functionally within the organization.
- Liaise between Manager and providers to ensure smooth operations delivery.
- Arrange corporate travel for the Regional Department Manager and the extended team incl.
booking flights, ground transportation and accommodation whilst adhering to the Organizations policies with respect to cost and appropriate travel times, etc.
- Administer and coordinate various weekly/monthly meetings incl.
preparing agendas, recording and distributing minutes, setting up video conferencing, GTM etc.
- Distribute actions from weekly vendor follow-up, ABG and Onemedifund meetings
- Assist in the performance review process by ensuring reports' have all tools necessary for moderation sessions and reviews, including:
- Collating KPI data for the department by pulling reports and working cross-functionally to obtain relative facts & figures where required.
- Maintain a duty of high-level confidentiality and react to sensitive information in a professional manner.
- Be proactive and resourcefully manage/prioritise the competing demands of a wide range of duties and responsibilities including assisting in preparing reports and presentations
- Coordinate and manage project tasks to ensure project delivery within allocated budget and timeline
- Ensure compliance with company standards and procedures.
- Maintain clear and accurate operations documents/procedures for reference purposes.
- To comply with the EH&S Policy and applicable regulatory and company EH&S rules and requirements.
- Responsible for performing an assessment of the risk of his/her work activities, taking corrective action and preventative actions as necessary, properly using and maintaining assigned control measures and using Personal Protective Equipment (PPE).
- To participate in EH&S training programs and will take personal responsibility for his/her own safety.
- Actively support the organization's efforts to meet or exceed EH&S goals and plans
- Coordinating weekly bulletin board and Silver Bulletin updates
- Create marketing briefs for new vendors and offerings
- Provide marketing content for magazines and LinkedIn posts
**Rebate Reporting/ Importing task**:
- Collect rebate reports from vendor partners on a monthly/quarterly basis and update revenue/reporting dashboards
- Format and input rebate/usage reports into NetSuite for each vendor partner on a monthly/quarterly basis.
- Arranging trucks with extruders and customers
- Placing POs with extruders, sending SOs and invoices to customers
- Coordinating with warehouse on deliveries and pick-ups
- Review customer's credit card statements and provide a cost savings analysis
- Assist customers in ordering new equipment/terminals and updating their fee structure
**Customer Outreach task**:
- Outreach to customers regarding their insurance renewals and set up meetings
- Customer outreach for merchant services quotes
- Compile spend/usage reports by customer/provider
- Monitor and update departmental reporting dashboards
- Compile and send out vendor and customer scorecard cards
- The incumbent has no direct reports.
Nevertheless, he/she must be able to demonstrate the ability to influence decisions/actions through the provision of value-added inputs into the organization's business processes
**Qualifications**
- Extensive work experience preferably from a Professional Services / Corporate environment
- Manage projects
- Manage facilities and IT environments
- Records and document management
- Proofreading
- Office management
- Advanced skills in MS Office (Word, Excel, PowerPoint, Outlook) - expert level
- Strong IT skills
- High school deg