Executive Assistant

Essential Job Duties and Responsibilities:

International SOS www.internationalsos.com is a global leader in international health and security risk management.

The Government Services Business Line provides integrated and innovative quality health care outcomes to reduce medical risk for governments, military, public health, and international organizations. Our services include pre-deployment screening, expeditionary/deployed support, medical assistance, telehealth, medical informatics, technology-based services, aeromedical evacuation, medical staffing, outsourced medical supply chain management, and military healthcare program administration overseas. Our 24/7 on-demand solutions are backed by our 12,000 global medical, security, and logistics experts, working from 1,000 locations in 90 countries, offering a rapidly deployable, boots-on-the-ground physical presence with proven in-the-field expertise. The business line comprises several sub-units which include:

•    Government Services US
•    Government Medical Services
•    Government Services International
•    Global Health Development

B. Overall purpose of the job

The Executive Assistant is responsible for providing executive support and representing the offices of the CEO, Government Services US and VP of Operations, TOP.  This role requires operating with confidence, confidentiality, and diplomacy on a global scale with a variety of senior level executives.  This role will manage the day-to-day operations of both executives, anticipating issues prior to escalation and ensuring that their time is well utilized are all critical information should arrive at the right point in the decision-making process and follow-ups should happen without the involvement of the executives.  Communication skills are critical, encouraging different functional teams to collaborate on workstreams, linking the leadership team with other business lines and at all times being an honest voice and confidant that can be relied upon.  Key interpersonal traits required include humility, maturity, emotional intelligence and situational sensitivity.

C. Key responsibilities

Executive & Administrative Support
•    Calendar management for both executives (cognizant of complex meeting requirements across multiple time zones)
•    Travel and expense management for both executives, for both domestic and international trips; requires intimate knowledge of our company T&E and General Accounting Policies & Procedures to ensure compliance with Group standards.
•    Identifies areas that need policy checks against Intl. SOS standards or General Accounting Policies & Procedures. Understands when exemptions may be justified and escalates appropriately.
•    Coordinate agenda(s) during travel across internal and external stakeholders to ensure travel time is spent efficiently.
•    Preparing agendas and presentations for executive(s) internal and external meetings and presentations.
•    Triaging inboxes of both executives; confidentially reviewing incoming messages so as to proactively manage matters or shift priorities as needed.
•    Attending executive’s meeting as requested to take notes, action items, follow-ups; etc. 
•    Technical acumen to run small and large scale virtual and/or hybrid meetings via Microsoft Teams to maximize collaboration (utilizing break out rooms, white boards, meeting transcription, etc). 
•    Supporting the scheduling and distribution of materials for Board meetings.
•    Timesheet approvals on behalf of both executives’.
•    Expense approvals on behalf of both executives’.
•    Maintains/ approves vacation requests of direct reports.
•    Organizes programs, events, meetings, or conferences by arranging facilities and caterers, travel and lodging, issues information or invitations, coordinates speakers, tracking of deliverables, and controls budget alone or collaboratively with internal stakeholders.
•    Provides administrative support across the business line on an ad hoc basis when need required.
•    Seen as a trusted confidant and sounding board to all direct reports of both executives.
•    Ensures guests of executives are checked in and attended to in an appropriate manner to comply with Corporate Security Practices and visitor requirements when appropriate; on occasion providing travel support for visitors 
•    POC for all corporate requests for signatures relative to directorships within the organization in the US

Employee Engagement & Communications
•    Collaborates with HR to be aware of new hires both within the San Antonio office, and across the executives’ organization 
•    Serve as a main point of contact for managing onboarding and inductions for new hires for both executives’, including arranging travel, welcome dinners, coordinating with facilities for office space (when applicable), IT for relevant equipment, etc.  
•    Drives a culture of compliance through the executives’ organizations by enforcing completion of mid-year, end of year and objective setting activities.
•    Drafts and sends organizational announcements on behalf of both executives’.
•    Manages up-to-date organizational charts for Government Services US.
•    Builds relationships with all key Executive Assistants and/or Personal Assistants across the globe and regionally
•    Active participate/ leader for San Antonio office’s employee engagement and recognition initiatives, working collaboratively with other stakeholders to create a safe and enjoyable working environment. 

Description:

D. Candidate profile

Required Work Experience
•    7-10 years of C-Suite office or project management experience in a professional services company.
•    Experience supporting international staff/ executive(s)
•    Prior personal or business international travel experience.
•    Bachelor’s degree preferred, Master’s degree a plus
•    Entrepreneurial spirit with experience working in a complex, matrixed organization
•    High degree of technical savvy; 
•    Advanced MS365 Office programs (including by not limited to Word, Excel, Ppt)
•  Experience hosting large virtual/hybrid meetings via Microsoft Teams to include presenting Power Point presentations, hosting white board sessions, serving as host and managing Q&A on live webinars, incorporating video or other dynamic elements as needed. 
•  Experience leveraging Microsoft Team’s channels to collaborate effectively across teams 
•  Experience with Visio
•  Experience with InDesign or Illustrator preferred
•    Experience within government contracting and/or military experience or familiarity preferred.

Required Skills and Knowledge 
•    Strong team player with excellent interpersonal and communication skills. Ability to collaborate, co-operate and network effectively within a fast-paced, culturally diverse matrix organization.
•    Ability to work strategically and be hands-on at an operational delivery level. 
•    Ability to support local leaders and business requirements while maintaining consistency and alignment.
•    Project professional attitude and appearance as it reflects the authority of the office of the executives
•    Confidentiality; able to safeguard sensitive information without temptation or urge to divulge to others
•    Problem solving; identifies and resolves problems in a timely manner, gathers and analyzes information skilfully and maintains confidentiality.
•    Intellectual curiosity; desire to understand the organization and projects deeply in order to best support their executive(s)
•    Interpersonal skills; maintains confidentiality, remains open to others' ideas and exhibits willingness to try new things.
•    Impeccable written and oral communication; speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
•    Quality control; demonstrates accuracy and thoroughness and monitors own work to ensure quality.
•    Adaptability - adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
•    Dependability; consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
•    Adaptable/flexible; enjoys doing work that requires frequent shifts in direction, collaboration
•    Detail-oriented; recognizes the need to focus on the details of the work to support the broader goals
•    Gatekeeping and monitoring the flow of multi-platform communications to and from the executives
•    Aiding in and ultimately insuring the timely completion of projects
•    Liaison between the executives and their direct reports
•    Proactive, flexible and a strong decision-making ability - quick and accurate decisions when executives are unavailable
•    Understands boundaries of support, representation and when escalation is required and/or warranted

Required Languages
•    An excellent standard of written and spoken English.
•    Fluency in Spanish desirable but not required.
•    Cross-cultural communication – understands how to work across diverse cultural and behavioural norms.

Travel Requirements
•    Moderate travel to conferences and/or meetings as directed to assist, participate, organize.