PipeCare Group of companies has been helping the customers ensure the integrity of their pipeline and facility assets for over 20 years. PipeCare Group is looking for an experienced Executive Personal Assistant who will provide a full range of secretarial and administrative support activities for the Chairman, inclusive of highly confidential and sensitive matters.

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Reporting directly to the Chairman, the Executive Assistant provides executive support in a one-on-one working relationship.
The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chairman. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication [in English language in particular], administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The 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.

Roles and Responsibilities

Executive Support

• Completes a broad variety of administrative tasks for the Chairman including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the Chairman\xe2\x80\x99s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Chairman time and office.
• Communicates directly, and on behalf of the Chairman, with Board members, donors, Foundation staff, and others, on matters related to Chairman programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Chairman\'s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Chairman to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Chairman updated.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Chairman\xe2\x80\x99s ability to effectively lead the company [Format information for internal and external communication \xe2\x80\x93 memos, emails, presentations, reports].
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures and multiple simultaneous assignments.
• Follows up on contacts made by the Chairman and supports the cultivation of ongoing relationships
• Act as an office manager by keeping up with office supply inventory and Oversee the performance of other clerical staff
• Organize and maintain the office filing system
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Manage the Chairman\'s contacts
• Be responsive to emails/texts/phone calls, with contact outside normal business hours
• Welcome the Executive\xe2\x80\x99s guests by greeting them, in person or on the phone; answering or directing inquiries.

Board Support and Liaison

• Serves as the Chairman \'s administrative liaison to PC Group board of directors
• Assists board members with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings, takes minutes of meetings when needed
• Facilitates cross-divisional coordination of travel
• Ensures that the Chairman \'s bio is kept updated and responds to requests for materials regarding the Chairman and the organization in general
• Edits and completes first drafts for written communications to external stake holders

Qualifications requirements

• 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, board members, external partners and donors
• Expert level written and verbal communication skills in English language
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• 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 customer/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

• Bachelor\'s degree required [preferably in accounting]
• Strong work tenure: Five years minimum of experience supporting C-Level Executives
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Teams.
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Flexible hours as dictated by the needs of business for projects and meetings

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Pipecare Group