Executive Administrative Assistant
Centre of Excellence in Biodiversity and Natural Resources Management(CEoB)
Total years of experience :3 years, 2 Months
• Thoughtfully managed the busy, complex calendars and scheduling for 3-5 C-level Executives in multiple locations and time zones as well as other company Executives, V.P.s, and Sr. Managers.
• Coordinated 20+ a month complex domestic and international travel arrangements, including hotel reservations for meetings, conferences and seminars, as well as developing comprehensive and detailed itineraries including Passport, Visa, and COVID information
• Coordinated the scheduling of Team meetings (live and virtual)
• Planned and supported monthly and quarterly group/team meetings of 20+ executives and VP's at ofice and ofsite locations, including arranging all conference room and site details, catering, room setup and agendas
• Set up meeting and event logistics for senior management and updated calendars
• Organised and executed quarterly team activities (staf meeting agendas, of-sites, and other team events)
• Coordinated with out-of-town candidates, clients or guests on travel, accommodations, and expense reporting
• Created PowerPoint presentations used for diverse business needs
• Created monthly newsletters to share company updates and events
• Revised and maintained master calendar to coordinate meetings across 5-7 time zones
• Tackled and addressed top-level, high-priority issues with professional administrative discretion
• Opened, read and replied to 50+ e-mails and correspondence on behalf of executives
• Managed and tracked $500k in annual travel expenses to adhere to company budget requirements
• Maintained company confidence and protected business operations by keeping sensitive information confidential
• Obtained signatures for financial documents and internal and external invoices
• Approved daily team travel, timesheets, PTO requests, and expenses
• Hosted Virtual Video conferencing (Zoom, WebEx, Teams)
• Create purchase orders within the $20k industry budget and follow strict T&E policy guidelines
• Perform general support activities, including ordering ofice supplies, coordinating IT support, assembly of weekly/regular reports and presentations, and Work Space management
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Handled sensitive and confidential employee information with complete discretion.
Guided new hires through orientation and onboarding and explained documentation requirements to facilitate HR process.
Processed onboarding paperwork for new hires and rehires.
Processed employee status changes, keeping human resources systems and employee records current.
Developed and maintained training materials and benefits packets for new hires.
Conducted job applicant background checks following policy and procedures.
Worked with the H.R. department to devise and update policies for corporate accountability and workplace health.
Assisted candidates with application processes by answering questions about applications, performing background checks, providing I-9 forms and handling drug screening paperwork.
Created, organised and maintained employee personnel files to keep sensitive data secure.
Created and maintained internal job descriptions and postings to accurately reflect roles.
Initialised background checks for potential new hires.
Conducted employment verification and background investigation to facilitate the hiring process.
Optimised traceability, developing organisational filing systems for confidential employee records and reports.
Relevant Coursework: Communicating for Impact, Data and Decisions, Entrepreneurial Leadership, Projects, Introduction to Global Challenges, Radical Thinking, Project Definition, Planning, and Implementation, Environment Seminars 1 & 2, Conservation Challenges, and Research Symposiums 1, 2, 3, & 4.