Background
The company, is opening an office in Frankfurt to act as the base of the companies Chair and Vice-Chair, to support the establishment of a global footprint for the Foundation, and to promote the work of the company in conjunction with offices in Montreal, San Francisco and Asia.
Principal accountabilities
- Act as the primary point of contact for requests for the Vice-Chair from both internal staff (eg other support staff, senior management and Trustees) and external stakeholders (eg officials from government, senior figures from regulatory, accounting and other international bodies), including:
- Fielding calls and correspondence.
- Accurately relaying messages.
- Responding to queries and requests appropriately.
- Working with other departments to coordinate and document speaking engagements.
- Provide administrative support to the companies Vice-Chair (and other staff as required), including:
- Extensive, complex diary management across multiple time zones.
- Scheduling a range of meetings and events, often with multiple internal and external participants internationally, requiring regular liaison with internal and external counterparts to co-ordinate availability.
- Managing meeting/event logistics, including meeting technology access, organising venues/meeting rooms, drafting agendas and compiling and distributing meeting materials.
- Managing incoming emails, post and correspondence and drafting appropriate responses.
- Compiling, producing and circulating documents and managing files/records in line with the companies IT policies and procedures.
- Processing expenses and credit card reconciliations.
- Manage extensive, detailed and frequently changing national and international travel arrangements, including:
- Itinerary planning.
- Booking transport and accommodation, applying the Foundation’s travel policy.
- Securing visas and other travel documentation.
- Assist the Vice-Chair in coordinating, and preparing for external engagements and speaking events
- Assist with the preparation and production of reports, presentations and other materials for internal and external use
- Undertake research, analysis and project work on a range of issues
- Take minutes and notes of meetings for internal information, circulating and following up on action plans where needed
- Support other administrative staff with tasks and projects and tasks as required.
Required skills and experience
- Previous experience of supporting a senior-level executive in an international environment and managing complex and frequently changing travel and meeting arrangements across time zones is essential.
- Excellent organisational and administrative skills, combined with a high level of attention to detail and accuracy.
- Ability to work collegially with others and effectively engage with staff and stakeholders at all levels, both in-person and remotely.
- High level of autonomy and resourcefulness and strong problem-solving skills.
- Ability to work flexibly, remain composed under pressure, respond to changes and conflicting demands constructively and prioritise work appropriately.
- Excellent oral and written English language skills; ability to draft clear, succinct and appropriate correspondence and documents.
- High level of integrity and professionalism; ability to handle confidential or sensitive matters with discretion and to exercise judgement to determine the appropriate course of action, referral or response.
- Proficiency in MS Office (Outlook, Word, Excel, and PowerPoint) is required.
Skills and experience
- A bachelor’s degree in Business Administration or related field
- Bilingual in both French and English
Company Description:Kindred Communications is boutique direct-hire placement headhunting firm with a focus on diversity and inclusion tech placement. We strive to diversify the workforce once placement at a time.