Purpose of the Role

The purpose of this role is to provide comprehensive executive support to STS Managing Directors, ensuring smooth operations and effective communication within STS.

Responsibilities

Schedule Management

• Booking meetings/conference calls with internal and external parties
• Arranging travel as required for executives (and families) and manages points/credits
• Supporting communication for billing to clients for travel

Meeting Preparation

• Arranging all documents for printing or publishing
• Preparing Agendas
• Preparing Info Packs based on research and database pulls
• Liaising with hotels/restaurants/external parties for special requests
• Event support as required

Updating Database and Log:

• Entering based on transcriptions, emails, outreach tracking sheets, reports, contact reports to the STS CRM system
• Checking off or assigning action items to relevant persons where applicable
• Following up with team members to enter missing relevant data into the STS CRM system.
• Inputting postings and profiles of contacts that team members meet
• Basic research and adding profiles of people to the STS CRM system
• Emailing or calling contacts to update the STS CRM system with new contact information

Email Management

• Organizing and processing Executives’ mailbox
• Prioritizing correspondence to and from Executives; via email, transcription, live discussions, voicemail
• includes replying to correspondence, engaging, as needed, other team members to respond to correspondence and copying relevant team members on correspondence received/sent to ensure proper communication flow

Support of annual holiday card project

• Other projects as assigned
• Providing support to team members in the Office of the Chairman

Requirements and Skills

• Intermediate to advanced proficiency in technologies such as but not limited to MS Office (specifically Outlook, Word, Excel, Teams) and must be adaptable to other technologies.
• Proven experience using a CRM system such as but not limited to Microsoft Dynamics or Salesforce
• Familiarity with internet research
• Proven experience in working with online data-management programs.
• Proven experience in a fast-paced and results driven environment.
• Proven experience in supporting Top Management in a sale’s administrative role.
• Proven experience in working effectively both independently and as part of a team

Key Competencies

• Prioritization and Organization:  Skill in effectively sorting tasks and maintaining structured organizational systems to ensure timely handling of important matters.
• Strategic Multitasking and Big-Picture Thinking:  Ability to manage multiple tasks concurrently while focusing on long-term objectives and overall organizational goals, enabling proactive planning and resource allocation.
• Decisive Action:  Capability to anticipate challenges and opportunities, coupled with the agility to make quick and firm decisions to address them effectively.
• Emotional Intelligence: Demonstrated proficiency in managing emotions, maintaining composure, and making rational decisions even in stressful situations, while upholding professionalism and discretion in communication.
• Communication Skills:  Proficiency in clear and persuasive communication, coupled with the ability to handle sensitive information confidentially, ensuring effective communication while maintaining trust and confidentiality

Location

Remote - PST