Executive Adminstrative & Communications Specialist

Job Summary:

Acts as an extension of senior management ensuring a positive customer experience while being the representative of senior management to others. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, overseeing visitors, routing callers and answering questions and requests.

Key Responsibilities:

Anticipates to the needs of senior management and manages his/her schedules. Arranges and coordinates travel arrangements including expense reports and visa/passport requirements. Gathers, compiles, verifies and analyses information for management' use in documents such as memos, letters, reports, speeches, presentations and news releases. Facilitates smooth communications between senior management and coworkers and between senior management and external parties such as media, customers, vendors and the public. Maintains the security and confidentiality of management' records and files. Monitors, reviews and approves standard expenditures to ensure the activities of the office are conducted within established budgets. Reports required information on a regular basis as assigned (e.g. monthly). Performs various tasks using independent judgement and discretion; e.g., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings; taking and distributing minutes. Act as formal resource for colleagues with less experience. Completes other activities for senior management upon request and/or as required. Competencies:
Action oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.

Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.

Customer focus - Building strong customer relationships and delivering customer-centric solutions.

Ensures accountability - Holding self and others accountable to meet commitments.

Plans and aligns - Planning and prioritizing work to meet commitments aligned with organizational goals.

Data Analytics - Discovers, interprets and communicates qualitative and quantitative data; determines conclusions relying on knowledge of business or functional frameworks; simultaneously applies statistics, data validity, data visualization, and problem solving approaches to effectively extract meaningful patterns and business insights; presents conclusions and outcomes that enable data driven business decisions.

Data Communication and Visualization - Constructs a tale of the business problem, root cause, solution options, and opportunities through illustrating data visually, including reports and dashboards.

Values differences - Recognizing the value that different perspectives and cultures bring to an organization.

Education, Licenses, Certifications:
High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.

Experience:
Significant work experience and in-depth knowledge obtained through specialized training and relevant experience.

Core Responsibilities

Executive Support

• Manage calendars, travel arrangements, expense reports, and meeting logistics.

• Prepare and edit documents, memos, and official correspondence.

• Maintain confidentiality of sensitive information and ensure smooth communication between senior leadership and stakeholders.

Team Meeting Planning

• Coordinate and schedule team meetings, including agenda preparation and distribution.

• Arrange meeting logistics (venue, virtual links, catering, materials).

• Capture and distribute meeting notes and action items promptly.

Marketing Communications

• Draft and edit speeches, presentations, and briefing packs for executive events.

• Coordinate with stakeholders to finalize messaging and visuals for speeches and marketing campaigns.

• Ensure timely delivery and adherence to branding and communication standards.

Project Administration

• Support project planning, scheduling, and resource coordination.

• Track deliverables, budgets, and timelines; prepare status reports.

• Facilitate communication between project teams and leadership.

Presentation Development

• Design and prepare high-quality slide decks for executive briefings, internal meetings, and external events.

• Tailor content to audience needs, ensuring clarity and impact.

• Apply storytelling techniques and data visualization best practices.

Required Skills

Administrative Expertise

• Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

• Use of AI tools to accelerate output and quality of deliverables (ChatGPT, CoPilot, Claude)

• Strong organizational and time-management skills.

• Ability to anticipate needs and act with discretion.

Communication & Marketing

• Exceptional written and verbal communication skills.

• Experience in speech writing and marketing content development.

• Understanding of branding and corporate communication principles.

Project & Meeting Management

• Familiarity with project management tools and methodologies (e.g., Agile, DMAIC).

• Skilled in planning and executing team meetings effectively.

• Ability to manage multiple priorities and stakeholders.

Presentation Design

• Skilled in creating visually compelling presentations.

• Knowledge of design principles and ability to simplify complex information.

• Comfort with tight deadlines and iterative feedback.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Communications, or related field.

• 5+ years of experience in executive leadership support and marketing communications.

• Certification in project management (PMP, 6S or equivalent) is a plus.