Executive Assistant

BMA Group; Guaynabo (PR); On-site; USD 45,000 - 65,000; Full time

Job summary

BMA Group is seeking an Executive Assistant to support the executive leader, drive discipline development within the Business Support community, and provide strategic oversight into event vision and outcomes. You'll partner across teams to shape processes and ensure alignment with organizational priorities.

The role demands impeccable organizational skills, proactive problem solving, and professional English communication.

Qualifications

• 5+ years of administrative or business support experience in an environment with scheduling meetings/events, travel management, and administration work for executive/upper level management.
• Bachelor's Degree in relevant field OR equivalent experience.
• Proficiency in Microsoft Word, Excel, Outlook, Teams, OneDrive, and SharePoint.
• Professional English written and spoken.

Responsibilities

• Calendar Management and Meeting Logistics: Managing high-profile and high-impact meetings, prioritizing customer/partner meetings, and adapting to shifting priorities2.
• Cross-Functional Collaboration and Communication: Utilizing internal/external networks to support the executive leader's work, maintaining strategic alliances, and driving collaboration and communication3.
• Discipline Growth and Development: Providing strategic oversight for discipline development, mentoring the Business Support community, and building diverse and inclusive teams4.
• Event Coordination and Logistics: Managing events, developing workback schedules, and ensuring consistency of experience regionally5.
• Leadership: Demonstrating executive presence, navigating organizational challenges, and seeking feedback on performance6.
• Resource Management: Managing expenses, educating the administrative team on policies, and partnering with finance on budgets7.
• Rhythm of Business (ROB): Creating and managing the annual ROB with executive leaders and Chiefs of Staff, advising on best practices, and ensuring team members follow established cadences8.
• Space Management and Planning: Partnering with appropriate teams to manage executive office space.
• Travel Management: Coordinating travel arrangements, managing travel logistics, and ensuring compliance with travel policies.

Skills

Cross-team Communication

Decision Making

Detail Oriented

Discretion

Executive Relationships

High Impact Communication

Oral Communication

Organization Skills

Problem Solving

Project Management

Scheduling/Meeting Orchestration

Written Communication

Event Coordination

Education

Bachelor's Degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Outlook

Teams

OneDrive

SharePoint

Job description

Executive Assistant Role Description

The executive assistant is expected to support the executive leader's work, drive discipline development within the Business Support community, and provide strategic oversight into event vision and outcomes

Role Summary:

Capabilities & Skills Required Upon Hire and Critical/Important

Business Process Improvement: Knowledge of process improvement methodology and the ability to increase the effectiveness and/or efficiency of a business process.

Conflict Resolution: The ability to manage conflict, disharmony, and strife among people and situations, while recognizing and addressing sensitivities.

Cross-team Communication: Ability to communicate across teams, which consists of communicating through various means. This includes presentations and other communication methods to receive consensus, buy-in, or informing key stakeholders of current process/project status.

Decision Making: The ability to make decisions in a fast-paced, rapidly changing environment. This includes the ability to define, diagnose, and determine an appropriate resolution, recommendation, or decision while considering alternatives and factors (e.g., resources, costs, tradeoffs).

Detail Oriented: The ability to attend to and verify the accuracy and completeness of detailed information in documents, on the computer, and/or in other work products. This includes being able to code, file, compile, transcribe, classify, and/or track details from a variety of different sources/problems/issues.

Discretion: The ability to exercise judgment and discretion by showing an awareness of the likely consequences, the reactions of others, and the legal implications of one's own actions, and by working within the context of organizational/departmental standards. This includes the ability to behave appropriately in a given situation (e.g., with coworkers, customers/members), using discretion and tact, as well as the ability to be sensitive to confidentiality.

Executive Relationships: The ability to interact confidently with senior leaders of the organization in order to present/defend/clarify concerns or issues regarding an existing project, program, or solution. This includes the ability to confidently address difficult questions, handle push back from a high-level audience, and maintain an executive demeanor while engaging in difficult or sometimes high-pressure situations.

High Impact Communication: The ability to effectively use multiple means of communication (e.g., verbal, Microsoft teams, email) to interface with others. Involves the ability to drive others to take action by picking the right medium of communication to deliver direction and guidance.

Oral Communication: The ability to make a verbal message understood and to receive/understand messages during in-person or remote (e.g., telephone) interactions.

Organization Skills: The ability to be organized, resourceful, and planful. This includes the ability to leverage multiple resources to get things done and lay out tasks in sufficient detail. This also includes the ability to work on multiple tasks at once without losing track and foresee and plan around obstacles.

Problem Solving: The ability to identify problems and review related information to develop and evaluate options and implement solutions.

Project Management: Knowledge of and the ability to carry out the process of planning, organizing, and managing tasks and resources to accomplish a well-defined objective. This includes the ability to manage and provide project deliverables, optimize the contribution of the people involved, and assess the impact of project decisions on quality, productivity, schedules, cost, performance, etc.

Scheduling/Meeting Orchestration: The ability to create, maintain, and manage a calendar by entering in appointments. This includes coordinating with others to make sure all parties have availability to make an appointment or event. This could be done electronically (e.g., via scheduling platforms), on the phone, or in person. They could include rescheduling a previously made appointment to a time.

Written Communication: The ability to prepare clear, accurate, and understandable written text, and follow the basic rules of spelling, grammar, and punctuation. This may include memos, emails, proposals, reports, and professional or general correspondence.

Responsibilities

• Calendar Management and Meeting Logistics: Managing high-profile and high-impact meetings, prioritizing customer/partner meetings, and adapting to shifting priorities2.
• Cross-Functional Collaboration and Communication: Utilizing internal/external networks to support the executive leader's work, maintaining strategic alliances, and driving collaboration and communication3.
• Discipline Growth and Development: Providing strategic oversight for discipline development, mentoring the Business Support community, and building diverse and inclusive teams4.
• Event Coordination and Logistics: Managing events, developing workback schedules, and ensuring consistency of experience regionally5.
• Leadership: Demonstrating executive presence, navigating organizational challenges, and seeking feedback on performance6.
• Resource Management: Managing expenses, educating the administrative team on policies, and partnering with finance on budgets7.
• Rhythm of Business (ROB): Creating and managing the annual ROB with executive leaders and Chiefs of Staff, advising on best practices, and ensuring team members follow established cadences8.
• Space Management and Planning: Partnering with appropriate teams to manage executive office space.
• Travel Management: Coordinating travel arrangements, managing travel logistics, and ensuring compliance with travel policies.

Qualifications

Required/minimum qualifications

5+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management.

Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience.

Proficiency in Microsoft Word, Excel, Outlook, Teams, OneDrive, and SharePoint13.

Professional English written and spoken

Additional or preferred qualifications

Experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Experience in technology Industry.