Executive Assistant to the Chief People Officer

Description

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 you!

Apply Now!