Senior Executive Admin Assistant

About the Client

Softchoice is a software-focused IT solutions provider that equips organizations to be agile and innovative, and for their people to be engaged, connected and creative at work. That means moving them to the cloud, helping them build the workplace of tomorrow, and enabling them to make smarter decisions about their technology. By doing these things we help them create success for their customers and their people.

Job Summary

As an Administrative Assistant you will have the opportunity to support the administrative needs of multiple executive leaders here at Softchoice.

You will have the ability to manage your own desk and duties as well as collaborate with other EA and AA team members to provide support for the executive leaders assigned to you.

This role reports directly to the Sr. Executive Assistant and has day to day interaction with, and heavy dotted line to, the principal executives it will support. The Administrative Assistant roles are also part of the Corporate Administration team and work together with other EAs and AAs on continuous improvements to the corporate support processes of the Company.

This role is for someone who understands how important well-executed administrative support can be to the effectiveness of their senior leaders. The ideal candidate enjoys a variety of tasks and prides themselves on being organized, highly responsive, and flexible.

Job Responsibilities

• Manage executives' calendar requests within different time zones and in coordination with other stakeholders.

• Coordinate and schedule various types of activities including onsite/offsite events, team calls and meetings on behalf of your executive(s) for various participants. This may require you to arrange, test and run technology and presentations for meetings.

• Ensure meeting invitations, agenda and other key information is sent to meeting participants in a timely manner.

• Work in coordination with Travel Coordinator and Executive Assistants to book executive business travel using our corporate travel standards, policies and processes.

• Submit & organize business expenses for executives and corporate activities in your purview using our corporate expense tool, policies and processes.

• May work as a proxy for certain executives with regards to accepting meeting requests, providing straightforward expense or purchase requisition approvals, and other workflow items. Do this in conjunction with company policies and in alignment with each executive's protocol.

• Maintain customer confidence and protect operations by appropriately directing and controlling information, including keeping sensitive information confidential.

• Assist in preparing and distributing documentation and communication.

• Periodically may be required to attend key meetings and record (and later distribute) critical discussion and action points.

• Build professional and technical knowledge by engaging with educational resources, keeping up on relevant systems and process training, reviewing professional publications and networking (personally and professionally).

• Order supplies and support other internal procurement requests as delegated and in alignment with company purchase requisition processes.

• Collaborate and partner with Corporate Administrative Support team to help improve corporate support processes.

• ​May be assigned a specific initiative or process, including finding improvements. (E.g., Improve consistency and effectiveness in processes that our Corporate Support Team uses to reduce errors or improve turn-around-time etc.

Job Requirements

• 5 years of progressive administrative experience, with a desire to build your administrative experience and scope.

• Experience supporting senior leaders and executives.

• High degree of proficiency with Microsoft Office suite of tools (Outlook, Word, Excel, PowerPoint) and MS / Cisco Teams collaboration tools

• Demonstrated ability to manage and prioritize multiple tasks while maintaining strong attention to detail.

• Demonstrated flexibility to adapt to changes in organizational priorities without becoming flustered.

• Solid written and verbal communication skills, including experience with preparing presentations and communiques.

• Ability to handle sensitive and confidential information with tact and discretion.

• A demonstrated proactive approach with strong time management and organizational skills

• Proven and effective problem solving skills demonstrating initiative and resourcefulness.

• Strong partnering / relationship building skills and engagement of others across the organization

• A solid track record of building trust and confidence by meeting commitments and using good judgment

• Capable of working as a team-member as well as with a great deal of autonomy

• Must be able to work from 9 PM to 6 AM Manila Time

Preferred:

• Bachelor's degree or college diploma preferred.

• Administrative Professional certification would be an asset.

• Familiarity and experience with reporting and other systems and tools , PowerBI, Concur, etc.) would be an asset.

• Comfortable in a professional yet business-casual and fast paced work environment

• Functional knowledge of the business area they are supporting would be an asset. Transferable skills from cross-functional experiences are applicable.

WHAT WE OFFER:

Great Place to Work-Certified Company

Premium HMO

Holistic employee experience

Work-from-home and hybrid work setup

Rewards and incentives

Monthly engagement activities

Career advancement opportunities

Paid referral program