Executive Assistant To CEO/Site Director
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Job Scope


What you will be doing for SNI PH

Embody the Five Company Core Values

Completes a broad variety of administrative tasks for the Site Director, Client Services Director & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.

Researchers, prioritizes and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.

Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.

Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Senior Management Liaison

Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

Assists in coordinating the agenda of senior management team meetings and all staff meetings

Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

Responds to requests for materials regarding the President and the organization in general

Strategic Initiatives

Works with the Strategic Initiatives team in coordinating the President's outreach activities

Follows up on contacts made by the President and supports the cultivation of ongoing relationships

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel working within this job title.

Key Functions

Provide administrative and secretarial support to the CEO and Site Director

Provide administrative and clerical support to the meetings and arrange functions

General administrative assistance

Correspondence and communication

Special Projects

Measurements of Success

 

 

Outcomes
OUTCOME 1:

                   

Interpersonal Communication

Able to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport.

Written Communication – Communicates ideas on complex and sensitive issues clearly in writing, selecting language, tone and format to suit target recipients.

Verbal Communication – Speaks in a clear succinct manner and tailors language to suit the target audience.

Conflict Resolution – Defuses and resolves conflict in a range of situations, where tact and diplomacy are required.

Organisation and Planning

Able to organise or schedule tasks.

Develops realistic action plans while being sensitive to time constraints and resource availability.

Plans and manages multiple jobs at once.

Eye-for-detail

Always accurate and a focus on getting things right- first time.

Results Driven

A capacity to maintain focus on the desired outcome of any project.

Analytical Capacity

Intellectual Capacity – Learns new skills and ideas quickly and assimilates complex information, applying knowledge gained to a new setting.

Problem-solving – Quickly defines complex and ambiguous problems, pinpoints key issues and develops workable solutions.

Analytical Thinking – Across multi-dimensional areas, assesses complex information, quickly perceives implications and makes sound strategic judgements.

 

SupportNinja Core Competencies

 

Proactivity  - Acts without being told what to do. Brings new ideas to the company.

Foresight  - makes provision for the future, especially when making decisions.

Work Ethic  - Possesses a strong willingness to work smart and hard. First to arrive, last to go home.

Persuasion - Able to convince others to pursue a course of action

Teamwork - Reaches out to peers and cooperates with colleagues to establish an overall collaborative working relationship

Analytical Skills  - Able to structure and process qualitative or quantitative data and draw insightful conclusions from it. Exhibits a probing mind and achieves penetrating insights.

 

Cultural Competencies

Principled Leadership  - Ability to stand for principles, both business and ethical, in the face of high growth, hyper-competitive marketplace, and entrepreneurial zeal; to do the right thing without regard to personal cost.

Fast-Pace - Ability to thrive in a fast-paced environment while still making well-thought-out, fact-based decisions quickly and decisively.

Cultural Sensitivity - Ability to reach across several cultures and time zones in a constantly virtual environment to work collegially and effectively.

Focus on metrics - Ability to work in an intensely metric-driven environment focus on growth and cost.

Customer-focused excellence in delivery - Ability to always keep execution excellence with regard to customer service as a central focus in decision making.

Autonomy – Self-motivation, self-direction and self-improvement skills

Productivity – Planning, project management and organization skills

Communication – Written, verbal, presentation and public speaking skills

  • Judgement – Ethics, morals, decision-making and analytical skills