Description
Job Summary
We are seeking a highly organized and proactive Senior Executive Assistant to support the VP of International Operations at Integrant. This role involves a wide range of administrative, operational, and strategic tasks to ensure seamless execution of executive functions. The ideal candidate will act as a liaison between executives and teams, manage calendars, oversee audits, and streamline processes to enhance efficiency across the organization.
Key Responsibilities
Administrative and Executive Support
- Manage and organize the executive calendar, schedule meetings, and ensure deadlines are met.
- Coordinate and prepare agendas, minutes, and follow-ups for leadership meetings.
- Act as the primary liaison between the executive team and internal stakeholders.
- Manage confidential information and maintain discretion at all times.
Process Management and Oversight
- Audit vacation applications, evaluations and other internal processes to ensure compliance and accuracy.
- Supervise and guide team members, including the Senior Office Administrator and Office Manager responsible for visa applications, medical insurance, procurement, facilities and other administrative tasks.
- Ensure timely completion of recurring processes, including audits and HR documentation.
Communication and Coordination
- Follow up with managers to track progress on deliverables and provide status updates to leadership.
- Serve as a communication hub between the executive office and other departments, facilitating collaboration and alignment.
- Prepare and draft reports, presentations, and executive summaries as needed.
Project and Process Optimization
- Lead the planning and execution of office initiatives such as audits, building renovations, and operational improvements.
- Coordinate and participate in offer meetings, ensuring accurate documentation and timely follow-up on decisions and next steps
US Visa Applications
- Supervise visa application processes, ensuring accuracy in documentation and compliance with requirements.
- Prepare necessary letters and forms for applications.
Tools and Systems Management
- Utilize Actiplans and Activetrack for auditing, reporting, and tracking employee data and activities.
- Identify opportunities to optimize workflows through effective use of organizational tools and technologies.
Requirements
Required Skills and Experience
- Minimum of 5 years of experience in a similar executive assistant or operations role.
- Excellent command of written and spoken English, with strong communication and interpersonal skills.
- Proven ability to manage multiple priorities in a fast-paced environment.
- Strong organizational and time-management skills with acute attention to detail.
- Proficiency in Microsoft Office Suite.
- Experience in supervising staff and managing cross-functional tasks.
Preferred Skills and Experience
- Familiarity with US visa application processes and compliance.
- Background in auditing or operational reporting.
- Experience in handling confidential information and sensitive executive matters.
Education
- Bachelor’s degree in Business Administration, Operations Management, or a related field preferred.
Personal Attributes
- Proactive problem solver with a solution-oriented mindset.
- Exceptional interpersonal skills and the ability to build trust and rapport with stakeholders.
- Strong analytical skills and a continuous improvement mindset.
Benefits
- Why Integrant?
- Competitive compensation package
- PTO, full medical and dental coverage, etc.
- In-house Technical and English training programs
- Interest free loans
- Flexible work schedules
- Perks: events, sponsored lunch, game area, rooftop hangout + more!
