Executive Assistant (Microsoft)

Objective: The Executive Assistant provides comprehensive administrative, strategic, and operational support to the Public Sector Leadership Team, facilitating effective execution of strategies and initiatives critical to achieving organizational goals.

Why This Role is Critical: This role is designed to ensure that the Public Sector Leadership Team operates efficiently and effectively, enabling them to focus on strategic decision-making and leadership responsibilities. The Executive Assistant supports not just administrative functions but also strategic business processes that contribute directly to the mission and goals of the organization.

Key Responsibilities:

1. Strategic Initiative Management:
   1. Set Program Objectives, deliverables and success criteria.
   2. Coordinate the planning, execution, and tracking of strategic projects internally and externally (Customers and partners).
   3. Ensure alignment of initiatives with overall business objectives.
2. Meeting and Event Coordination:
   1. Organize and manage high-level meetings, including agenda preparation, minute-taking, and follow-up on action items.
   2. Facilitate logistics for all hands meetings, partner and customer engagements, ensuring seamless execution.
3. Operational Support:
   1. Oversee the public sector operational rhythms and cadences to ensure smooth execution of business processes.
   2. Manage reporting and documentation, ensuring compliance with corporate and regulatory policies.
   3. Coordinate support activities across various program stakeholders.
   4. Generate regular reports on operational performance and improvements.
4. Communication Facilitation:
   1. Develop a comprehensive communication plan outlining the methods, frequency, and content of communications with stakeholders.
   2. Organize and lead regular stakeholder meetings, both internal and external.
   3. Provide regular updates to stakeholders on program progress, milestones, and issues.
   4. Prepare and distribute detailed reports, presentations, and status updates to keep stakeholders informed.
   5. Serve as the point of contact between the leadership team, internal departments, and external stakeholders.
   6. Draft, review, and send communications on behalf of the leadership team to stakeholders.
5. Calendar Management:
   1. Manage complex calendars, prioritize appointments, and meetings to optimize leaders' time.
   2. Handle travel arrangements and itineraries to ensure efficient time management.
6. Document and Presentation Preparation:
   1. Prepare and edit presentations, reports, and other documents for stakeholder meetings.
   2. Convert complex data and findings into understandable graphs, charts, and visual presentations.
7. Stakeholder Engagement:
   1. Attend critical meetings, capturing key decisions and commitments.
   2. Follow up with relevant stakeholders to ensure timely execution of commitments.

Skills and Qualifications:

• Bachelor’s degree in Business Administration, Communications, or related field.
• Proven experience as an Executive Assistant or similar role, preferably within a public sector or governmental environment.
• Exceptional organizational and time-management skills.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.