Junior NA GFS Executive Assistant

1 Month ago • All levels • $62,101 PA - $107,642 PA

Job Summary

Job Description

The Junior EA will provide support for daily executive activities through calendar management, travel coordination, and various administrative tasks. Reporting to the SVP Global Finance Systems & Automation, the EA provides confidential and professional support. Responsibilities include coordinating calls, meetings, events, preparing team updates and newsletters, consolidating data submissions, and onboarding new joiners. The role also involves managing appointments, handling meeting logistics, coordinating business travel, scheduling meetings and calls, preparing presentations and documents, submitting expense reports, raising purchase requisitions, reviewing invoices, and archiving files. The position requires maintaining action lists, following up on items, ensuring version control, and providing support to GFS leads as needed.

Must have:

Prioritize and coordinate appointments for efficiency.
Manage meeting logistics (rooms, attendees, invitations).
Coordinate and book business travel.
Schedule and coordinate regular and ad-hoc meetings/calls.
Prepare presentations and documents.
Submit travel expense reports.
Raise and process purchase requisitions.
Review purchase invoices and approve payments.

2 skills required

2 skills required for this role

Add these skills to join the top 1% applicants for this job

timeline-management

talent-acquisition

Job Details

The Junior EA will support daily executive activities through calendar management, travel coordination, and administrative tasks. Reporting to the SVP Global Finance Systems & Automation, the EA provides confidential and professional support to the SVP, her team, and the VP GFS Global SSC in North America. You will coordinate calls, meetings, events, preparing team updates and newsletters, consolidating data submissions, and onboarding new joiners. What you'll be doing: Calendar/Diary & Meeting Management

Prioritize and coordinate appointments to maximize time efficiency, manage meeting conflicts, and reschedule as necessary.
Handle meeting logistics: book rooms and facilities, coordinate attendees, and issue invitations with relevant information.
Coordinate and book business travel, ensuring approvals, updating the calendar, and preparing itineraries.
Schedule and coordinate regular and ad-hoc meetings/calls, ensuring the appropriate medium and availability.
Collate meeting papers and supporting documents prior to each call/meeting.

General Administration

Participate in meetings and calls, taking notes and preparing minutes and actions.
Maintain a list of actions and follow-up items, issuing timely reminders.
Prepare presentations and documents from drafts, ensuring version control.
Submit travel expense reports and receipts in accordance with policy.
Raise and process purchase requisitions, ensuring correct cost coding and approvals.
Review purchase invoices, confirm receipt, and approve payments.
Archive files/documents for ease of retrieval, ensuring confidentiality.
Provide support to GFS leads as required.