Are you an experienced Executive Assistant ready to support a dynamic Chief People Officer (CPO) and the People & Culture leadership team? Join QTC and play a crucial role in ensuring the seamless and efficient operation of our People & Culture division.
Key Responsibilities: Executive Support: Provide exceptional administrative and operational support to the CPO, ensuring smooth day-to-day operations.
Diary Management: Proactively manage the CPO's schedule to optimize time and effectiveness, mitigating conflicts.
Correspondence Management: Handle the CPO's correspondence, triaging the inbox, escalating priorities, and ensuring timely follow-up.
Meeting Coordination: Efficiently coordinate meetings and forums, including scheduling, room bookings, catering, agenda preparation, and minute-taking.
Travel Arrangements: Manage travel bookings, itineraries, and anticipate any changes.
Expense Management: Handle corporate expenses, including purchase orders, invoice processing, and credit card reconciliation.
Document Preparation: Prepare and format letters, memos, reports, and presentations with high quality and professionalism.
Records Keeping & Management: Maintain electronic and physical filing systems, ensuring compliance with QTC's document management protocols.
Business Support: Division Support: Provide light diary management and administrative support to the People & Culture Division leadership team.
Information Flow: Coordinate the flow of information within the division, including meeting scheduling, phone screening, and mail sorting.
Meeting Logistics: Organize divisional meetings and forums, managing logistics and document distribution.
Communications: Manage divisional communications in alignment with organizational key messages.
Equipment Management: Oversee divisional equipment needs, including stationery and office supplies.
Administrative Visibility: Provide visibility on pending administrative matters, such as contract renewals.
Support Across Divisions: Provide business support across all QTC divisions as needed.
Strategic Initiatives & Events: Assist in planning and coordinating strategic initiatives and events, participate in planning meetings, and manage stakeholder communications and logistics.
Broader Business Support: Collaborate with cross-functional teams, attending business support meetings to ensure workflow visibility, and provide support across all QTC divisions as needed.
About You: Proven experience as an Executive Assistant or Personal Assistant, preferably supporting senior executives.
Previous experience in a corporate environment, with experience within a People and Culture function desirable.
Exceptional organizational and time management skills.
Strong communication and interpersonal abilities.
Advanced in Microsoft Office Suite and document management systems.
Ability to handle confidential information with discretion.
If you are a proactive and detail-oriented professional looking to make a significant impact, we would love to hear from youApply Now
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