Jobs

Description

This job is 37.5 hour work week on site only

Key Role Requirements

• The role of the Executive Assistant to the Chief CGA officer provides key administrative and logistical support that ensures that the Chief CGA officer has a well-managed and coordinated schedule, is well prepared for all meetings and is well supported on administrative requirements to enable him to focus on the most critical elements of his role .
• To be successful in this role the candidate will be able to anticipate potential issues , proactively problem solve, have a good eye for detail and develop a good understanding of the priorities and focuses of the Chief CGA officer in order to make decisions on priorities.
• With access to the email of the Chief CGA officer the EA will have visibility of emerging issues , priorities and requests in order to plan for appropriate time allocation and preparation and also will be uniquely placed to bring key information to the attention of the Chief CGA officer to ensure he is across requirements and can also provide direction or clarification as required .
• The EA to the Chief CGA has an important role in ensuring the professionalism and integrity of the office is upheld through professional and timely communication and responses, timeliness and always being well prepared and briefed.

Travel Management

• Anticipate and map out known future travel requirements
• Identify suitable options for flights/hotels/transfers and create a workable itinerary with optionality.
• Anticipate potential requirements such as early check in, visa’s vaccinations, on ground logistics.
• Accurately book agreed itinerary, effectively manage and interact with travel agency on any required changes.

Calendar Management

• Effectively manage schedule , allowing for travel time or any other logistical requirements, including potential overrun to ensure Chief CGA Officer remains timely .
• Manage meeting conflicts based on importance and relevance and pro-actively seek to reschedule requested meetings as required
• Build and use history / knowledge of priorities /relevance to decline meetings where attendance is not important.
• Manage in person attendees for meetings in Fulton market including meet and greet and escort as required.

Email Management/ Time Schedule

• Regular check emails and put place holders in the calendar for
• Pre-reads with pre-read attached allowing sufficient time based on the size of the document . This would ideally be scheduled 1-2 days before the meeting depending on the schedule . 

Expense Management

• Accurately file and complete Amex monthly expense submission and any out-of-pocket expenses
• Track receipt upload and physical receipts
• Capture and transfer receipts from email for hotels /electronic receipts
• Follow up with Chief CGA Officer for outstanding receipts as transactions are received
• File out of pocket expenses claims
• Obtain names for meals and entertainment expense filing