Job Description

Job Title : Administrative/Executive Assistant T3 (CAN)
Location : 100% remote
Duration : 12+ Months Contract
:
Performs business support activities such as identifying and enhancing specific processes and procedures to maximize the efficiencies of the business to which the support is being provided. Core tasks include: Maintains up-to-date systems. Performs administrative tasks according to set policies and procedures. Operationally supports the design, rollout and implementation of new processes. Organization of department related administration activities including administration of offered services
Detailed description of new role s tasks:
1. Contribute to process definition, creation and execution of new and periodic reports (i.e. Deal Qualification, Deal Execution Tracking, Harmony, Missing Hours Details, etc.)
2. Process Services IO requests
3. Alignment to Ariba process guidelines and policies, as well as adhering to escalation processes and after-the-fact requests
4. Identify and resolve utilization issues in ISP, VAT, Concur, CRM and Harmony
5. Process POs/SOW for vendor/consultants
6. Acts as super user to manage Services Sales Online Roster, ISP, CRM, Harmony and APM
7. Organize, run and follow up on the team s operations weekly meetings, ensuring timely delivery of agreed upon action items
8. Maintain CRM and Harmony hygiene
9. Help organize team s meetings, offsites and other operational related one-off events and activities
10. Support the Services Sales EA when and as needed
Current role: Executive Assistant
1. Managing diary/calendar and e-mails for the Managers on their behalf, potentially also including calls and voicemails.
2. Managing internal and external correspondence.
3. Arranging meetings for Managers including co-ordination of Team Meetings and larger external events.
4. Co-ordination of travel arrangements, including organizational preparation and follow up like booking of travel expenses
5. Booking meeting rooms / venues for the team.
6. Managing Workflows and monitoring items like vacation requests, purchase orders, internal orders, distribution lists, Inventory etc.
7. Perform and monitor purchase activities (e.g. office material, business cards, 3rd Party purchasing), including master data creation and administration, creation of shopping carts, reporting and tracking on purchase orders Updating materials including PowerPoint and excel spreadsheets for meetings and presentations
8. Preparation and follow up of meetings including taking meeting minutes.
9. Manage shared drives and communities
10. Admin support for new starters into the team to include ordering of equipment and monitoring induction.
11. Central contact and all other ad-hoc support as needed by Manager and his/her team.

Skills Required