Executive Assistant to the SLT

Role Summary :

The Executive Assistant to the Senior Leadership Team provides comprehensive administrative and project support to ensure effective and efficient operations within the Manufacturing department.

This role involves managing schedules, handling confidential information, and coordinating cross-functional communications to support the VP’s strategic initiatives.

Key Responsibilities :

Calendar Management :

• Coordinate and manage the VP’s daily schedule, including meetings, travel, and appointments, to optimize productivity.
• Anticipate scheduling needs and proactively manage changes, ensuring the VP is always prepared for upcoming meetings and events.

Communication and Correspondence :

• Serve as the primary point of contact for the VP, screening incoming communications, prioritizing requests, and managing responses as needed.
• Draft, proofread, and distribute communications on behalf of the VP, ensuring clarity and consistency.

Project Support and Coordination :

• Assist in tracking key manufacturing projects by following up on action items and preparing regular updates and progress reports.
• Coordinate with cross-functional teams to ensure timely project execution and communicate key information effectively.

Meeting Preparation and Documentation :

• Prepare agendas, gather relevant documentation, and assist in organizing materials for meetings.
• Take meeting minutes, distribute them to relevant stakeholders, and follow up on action items to ensure completion.

Travel and Expense Management :

• Arrange detailed travel itineraries and accommodations for the VP’s trips, both domestic and international.
• Process expense reports accurately and promptly, in alignment with company policies.

Data Management and Reporting :

• Organize, manage, and update files and records, ensuring easy access to important information and documents.
• Assist in preparing presentations, reports, and summaries for the VP to support decision-making.

Confidentiality and Discretion :

Handle sensitive information with the utmost discretion, adhering to company confidentiality policies at all times.

Qualifications :

• Bachelor’s degree in Business Administration, Office Management, or related field preferred.
• Minimum of 5 years of experience in a similar executive support role, ideally within manufacturing or a related industry.
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently, manage competing priorities, and maintain a high level of professionalism.

Working Conditions :

Primarily office-based with occasional travel, if necessary, to support the VP’s off-site engagements.

Join Element5 and contribute to building a sustainable future. Apply today to become a part of our team!

Element5 is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, or disability.

Element5 is an equal opportunity employer and compliant with AODA / ADA legislation. Should you require accommodations during the recruitment and selection process, please reach out to [email protected].