Executive Assistant To Vice Presidents Of Sales And Marketing

Role and Responsibilities
Executive Assistant to Vice Presidentsof Sales and Marketing
Job Description:
Reporting directly to both the Sales and MarketingVice Presidents, the Executive Assistant provides administrative support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external interfaces on all matters pertaining to the Vice Presidents. The Executive Assistant also serves as a liaison to the Sales and Marketing teams; organizes and coordinates agendas, meetings, and events; and oversees special projects. The Administrative Assistant must be creative and enjoy working within a dynamic, entrepreneurial environment that is mission-driven, results-driven and employee oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position is based in Sarasota and requires from the resources to work on site.
Position Responsibilities
Administrative Support

• Completes a broad variety of administrative tasks for the Vice Presidents including: managing an extremely active calendar of appointments; completing expense reports; handle incoming and outgoing electronic communications composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans including international, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the Vice Presidents' schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Vice Presidents' time and office.
• Communicates directly and on behalf of the Vice Presidents' team members, staff, and others, on matters related to Vice Presidents' priorities and initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Vice Presidents, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Vice Presidents' office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively to keep the Vice Presidents informed of upcoming commitments and responsibilities, following up appropriately.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Vice Presidents, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Vice Presidents' ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Provides back up support to Senior Executive Assistant to the President during vacation and sick leave.
• Complies with and enforces all applicable safety rules, regulations and procedures both at CAE Healthcare and wherever representing CAE Healthcare.
• Performs all duties in compliance with and enforce CAE Code of Business Conduct, CAE policies and procedures, Federal and State Laws, policies and standards.
• Performs other duties as assigned or as necessity dictates

Senior management Support and Liaison

• Serves as the Vice Presidents' administrative liaison to CAE Administrative teams in Montreal.
• Maintains discretion and confidentiality in relationships with Vice Presidents' direct reports.
• Schedule Sales and Marketing teams meetings.
• Assists in coordinating the agenda of Sales and Marketing team meetings and off-sites, and all staff meetings.
• Facilitates cross-departmental coordination of events, activities and communications.
• Ensures that the Vice Presidents' bio are kept updated and responds to requests for materials regarding the Vice Presidents and the organization in general.
• Edits and completes first drafts for written communications to internal and external stakeholders.

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, senior management, external partners and clients.
• Very strong level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Forward looking thinker who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

• College or professional degree in business or administrative studies, or equivalent combination of related training and experience.
• Minimum five years of experience supporting C-Level Executives, preferably in a service-oriented environment.
• Experience and proficiency in drafting professional correspondence.
• Proficient in Microsoft Office (Outlook, Teams, Word, Excel, and Power Point).

Physical Requirements

• Ability to lift and/or move up to 10 pounds.
• Employee is frequently required to stand, walk and sit.

Status: Exempt
Revised: April 24, 2023
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Position Type
Regular
CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.
Equal Employment Opportunity
At CAE, everyone is welcome to contribute to our success. With no exception.
As captured in our overarching value "One CAE", we're proud to work as one passionate, boundaryless and inclusive team.
At CAE, all employees are welcome regardless of race, nationality, colour, religion, sex, gender identity or expression, sexual orientation, disability, neurodiversity or age.
The masculine form may be used in this job description solely for ease of reading, but refers to men, women and the gender diverse.