Description:
As the Executive Team Project Assistant, you will play a crucial role in supporting the senior executive team by assisting with various aspects of project & program management, board presentation preparation and other board level papers., and actively tracking Key Performance Indicators (KPIs) and actions related to specific projects. This role requires strong organizational skills, attention to detail, and the ability to assist with project management tasks, thereby facilitating the efficient execution of the executive team's initiatives. Your organizational skills and attention to detail will be instrumental in ensuring that projects run smoothly and that stakeholders are engaged and aligned with the organization's goals. It requires a pro-active approach whereby you will sit across team meetings and other team calls on product, commercial, compliance and legal, identify the actions and who needs to be accountable for them, and then ensure that everything is done on time and to the expected standard. In short, it’s a resource to help the exec team get things done (and chase things/people/projects down on their behalf) and also someone to chase the Exec team for things that are needed from them.
Key Responsibilities:
Board Presentation Support:
- Assist senior executives in gathering information, data, and content for board presentations.
- Help create and maintain project timelines and task lists for each presentation.
- Coordinate with design and multimedia teams for visual elements.
- Participate in the review and proofreading of presentation materials.
Stakeholder Coordination:
- Assist in identifying and engaging relevant stakeholders for each board presentation.
- Communicate deadlines and requirements to stakeholders and provide gentle reminders.
- Collaborate with stakeholders to collect and compile their contributions.
- Report progress and any challenges to senior executives.
Project Assistance:
- Provide administrative support in scheduling meetings, preparing agendas, and taking meeting minutes.
- Maintain project documentation, including project plans, meeting notes, and action items.
- Assist in tracking project status and risks, and help develop mitigation strategies.
- Facilitate communication between team members and stakeholders.
KPI Tracking and Action Items:
- Actively monitor and track KPIs associated with specific projects.
- Collaborate with project teams to ensure KPI targets are met or exceeded.
- Maintain records of action items and follow up with responsible parties to ensure timely completion.
- Generate reports on project progress and KPI performance.
Quality Assurance:
- Conduct basic quality checks on presentation materials to ensure accuracy and consistency.
- Support the proofreading and editing of materials to maintain high-quality standards.
Communication and Reporting:
- Assist in preparing progress reports and dashboards for senior executives.
- Ensure that all communications are clear, concise, and aligned with organizational objectives.
- Act as a point of contact for routine project-related inquiries.
Experience & Qualifications
Required
- Bachelor's degree in business, communications, or a related field.
- Strong organizational skills and attention to detail.
- Good communication skills, both written and verbal.
- Proficiency in office productivity software (e.g., Microsoft Office).
- Ability to manage multiple tasks and prioritize effectively.
- Strong interpersonal skills and a willingness to collaborate with cross-functional teams.
- Discretion and professionalism in handling sensitive executive-level information.