The Executive Business Administrator will serve as a strategic partner to an executive leader, ensuring efficient operations and effective communication across the organization. This role aims to enhance the productivity the executive and the wider leadership team by managing key projects, facilitating decision-making processes etc. The role requires a wide variety of highly responsible, strictly confidential and complex administrative and organizational tasks. This position supports the administration and supervision of services and processes supporting the Porsche Consulting office.
Primary Responsibilities:
- Act as a trusted advisor, right hand, and provide support to the west coast Executive (e.g. Partner, Associate Partner)
- Demonstrate a high degree of professionalism, initiative and independence in supporting the west coast team on a wide variety of issues.
- Provide comprehensive support to the executive, including calendar management, meeting coordination, and travel arrangements.
- Preparation for annual and mid-year strategy meetings, reviews, talent conferences etc.
- Manage sensitive documents/contracts and setting up NDAs.
- Relationship management regarding key personal (e.g. Executive assistants) at defined strategic industry accounts.
- Oversee and manage special projects and initiatives, ensuring timely completion and alignment with organizational goals.
- Monitor tasks delegated by the Executive (e.g. Partner) and ensure that completed work is achieved within agreed deadlines and quality.
- Facilitate effective on-going group communication and coordination via managing MS Teams channels, and other communication tools.
- Prepare presentations for internal, leadership, and strategy meetings.
- Manage client meetings such as room set-up, workshop preparation, catering orders, etc..
- Prepare the Executive for all internal and external meetings, including agenda preparation, minute-keeping, research follow-up on action items, and maintaining confidential and sensitive information.
- Plan and execute executive-level meetings, events, and conferences.
- Assist in the development and implementation of strategic plans, including tracking progress and reporting on key metrics.
- Support the west coast team in event management, including conferences, business meetings, team-building events, annual celebrations, and media launches.
- Serve as a bridge between the executive, the leadership team and other departments, facilitating collaboration and ensuring alignment with organizational priorities.
- Handle administrative tasks such as preparing reports, managing budgets, and maintaining records.
- Manage the west coast leadership team’s Outlook calendar.
- Manage travel arrangements for Executives. Arrange flights, hotels, transportation bookings.
- Manage and process the leadership team’s expenses reports i.e. Claims for cash and credit card reimbursement.
Co-manage Pool Car and visitor badge requests.