executive support specialist

ACE Money Transfer

<div><b>About us:</b><h1 class="jobSectionHeader"><b>
ACE Money Transfer is a UK-based multinational company headquartered in Manchester, United Kingdom. ACE Money Transfer provides online remittance services to individuals in 28 countries across the UK, Europe, Canada, and Australia, enabling them to send money across borders in over 100 countries.</b></h1><b>
Job Role:</b><br>
<br>
<b>Executive Support Coordinator</b><b> - </b><b>Payments &amp; Banking Infrastructure</b><br>
<div><div><div><b>
Location</b></div><div> Pakistan - Remote</div><div><b> Reports To</b></div><div> Head of Payments &amp; Banking Infrastructure</div></div><br>
<div><div><b>
Department</b></div><div> Payments &amp; Banking Infrastructure</div><div><b> Contract</b></div><div> Full-time</div></div><br>
</div><h1 class="jobSectionHeader"><b>
About the Role</b><br>
</h1>
ACE Money Transfer is a UK-based international remittance business processing over half a million transactions per month across a global network of corridors, acquirers, and payment partners. The Payments and Banking Infrastructure (PBI) team sits at the centre of that operation, covering card acquiring, open banking, banking relationships, payout partnerships, and corridor strategy.<br>
The PBI Executive Support Specialist is a skilled operational and coordination role sitting directly beneath the Head of PBI. This is not a people management position. There are no direct reports. The role exists to ensure the Head of PBI, and the wider team are well-organised, well-prepared, and able to focus on delivery &mdash; by taking ownership of the administrative, coordination, and reporting infrastructure that keeps the department running.<br>
The right person is proactive, detail-oriented, and comfortable operating across a fast-moving function with multiple workstreams and senior stakeholders. They act as an extension of the Head of PBI, not independently of them.<h1 class="jobSectionHeader"><b>
Key Responsibilities</b></h1><h2 class="jobSectionHeader"><b>
Department Coordination</b><br>
</h2><ul><li>
Keep PBI's action and commitment tracker current at all times, flagging upcoming deadlines and overdue items to the Head of PBI</li><li>
Follow up with team members and other departments on outstanding inputs and deliverables, escalating where progress has stalled</li><li>
Coordinate across Finance, IT, Legal, and Compliance on routine PBI dependencies, ensuring nothing falls through the cracks</li><li>
Maintain organised filing across contracts, agreements, term sheets, and reference documents</li></ul><h2 class="jobSectionHeader"><br>
<b>
Meeting and Reporting Preparation</b><br>
</h2><ul><li>
Prepare agendas, presentation materials, and briefing notes for PBI's weekly meetings and senior management forums</li><li>
Take structured meeting notes and distribute clear action logs with owners and deadlines after each session</li><li>
Consolidate team inputs for the monthly CEO reporting pack, cross-check for consistency, and flag gaps to the Head of PBI ahead of sign-off</li><li>
Keep the Head of PBI's commitments to senior leadership logged and visible, with deadlines tracked</li></ul><h2 class="jobSectionHeader"><br>
<b>
Scheduling and Logistics</b><br>
</h2><ul><li>
Manage the Head of PBI's calendar, coordinating internal and external meetings and resolving scheduling conflicts</li><li>
Prepare briefing notes and context documents ahead of external meetings with banks, acquirers, and payment partners</li></ul><h2 class="jobSectionHeader"><br>
<b>
External Coordination Support</b><br>
</h2><ul><li>
Send follow-up communications after external meetings, capturing agreed next steps and circulating to relevant parties</li><li>
Maintain a contact log across the banking and payment partner network, tracking engagement dates, open items, and key context</li><li>
Support partner onboarding logistics, including agreement coordination and introductory meeting setup</li></ul><h1 class="jobSectionHeader"><b>
What We Are Looking For</b></h1><h2 class="jobSectionHeader"><br>
<b>
Essential</b><br>
</h2><ul><li>
3 to 6 years of experience in an operational support, executive support, or business coordination role</li><li>
Strong written English &mdash; able to draft professional communications, briefing notes, and summaries independently</li><li>
Highly organised with a proven ability to manage multiple workstreams and deadlines simultaneously</li><li>
Confident following up with senior colleagues on outstanding items in a professional and persistent manner</li><li>
Comfortable working with financial data, spreadsheets, and executive-level presentations</li><li>
Available during UK business hours or with significant overlap (PKT is UTC+5)</li></ul><h2 class="jobSectionHeader"><br>
<b>
Desirable</b><br>
</h2><ul><li>
Background in financial services, fintech, payments, or a similarly fast-paced commercial environment</li><li>
Experience supporting a senior leader or head of function in a complex, multi-stakeholder organisation</li><li>
Familiarity with payments, banking, or remittance terminology</li></ul><h1 class="jobSectionHeader"><b>
What We Offer</b><br>
</h1><ul><li>
Competitive salary aligned to experience</li><li>
A high-visibility support role at the centre of a growing international payments function</li><li>
Direct exposure to global banking relationships, acquiring partnerships, and payment infrastructure strategy</li>
A fast-moving environment where strong execution is recognised and valued.<br>
<li>
<br>
ACE Money Transfer: https://acemoneytransfer.com/company-profile</li></ul><p>
</p><p>RheqBwmYQC</p></div>

Executive Support Coordinator

HarmonyCares

<div>Overview:
<div>
HarmonyCares is a leading national value-based provider of in-home primary care services for people with complex healthcare needs. Headquartered out of Troy, Michigan, HarmonyCares operates home-based primary care practices in 14 states. HarmonyCares employs more than 200+ primary care providers to deliver patient-centered care under an integrated, team-based, physician-driven model.</div><div></div><div><b><br>
Our Mission</b> &ndash; To bring personalized, quality-based healthcare to the home of patients who have difficult accessing care.</div><div></div><div><b><br>
Our Shared Vision</b> &ndash; Every patient deserves access to quality healthcare.</div><div></div><div><b><br>
Our Values</b> &ndash; The way we care is our legacy. Every interaction counts. Go the extra mile. Empower and support each other.</div><div></div><div><b><br>
Why You Should Want to Work with Us</b></div><ul><li>
Health, Dental, Vision, Disability &amp; Life Insurance, and much more</li><li>
401K Retirement Plan (with company match)</li><li>
Tuition, Professional License and Certification Reimbursement</li><li>
Paid Time Off, Holidays and Volunteer Time</li><li>
Paid Orientation and Training</li><li>
Great Place to Work Certified</li><li>
Established in 11 states</li><li>
Largest home-based primary care practice in the US for over 28 years, making a huge impact in healthcare today!</li></ul><div></div><div><br>
More details about the benefits we offer can be found at https://careers.harmonycares.com/benefits.</div>
Responsibilities:
<div>
The Executive Operations Associate supports the CEO's office. This position will provide hands-on executive support for the entire executive leadership team while also leveraging technology, AI, and automation to help improve how the CEO&rsquo;s office operates.
<br>
This position will be proactive in anticipating the CEO&rsquo;s needs, managing competing priorities, keeping commitments, and ensuring the executive office runs efficiently as well as helping to oversee daily office operations, coordinate meetings, visitors, vendors and manage supplies needs in order to create a professional and well-organized experience for employees and executives alike.</div><div></div><div><b><br>
Essential Duties and Responsibilities</b></div><ul><li>
Manage the calendar, priorities, travel, and communications for the executive team</li><li>
Ensure the executive office runs smoothly, including meeting coordination, office needs, follow-up and executive logistics</li><li>
Prepare agendas, presentations, briefing materials, summaries, and other executive communications</li><li>
Coordinate key priorities and cross functional work, helping keep commitments, decisions and next steps moving forward</li><li>
Research business topics and turn information into clear, useful insights and recommendations</li><li>
Develop dashboards, trackers, and reporting that provide visibility into key priorities and work</li><li>
Strongly leverage AI, automation, and technology to improve productivity, simply administrative work, and strengthen how information is organized and managed</li><li>
Continuously identify better ways to support the CEO, improve processes, and increase effectiveness of the executive office</li><li>
Anticipate needs, solve problems, and serve as a trusted and dependable partner</li><li>
This is an overview of the duties, responsibilities and requirements for this position. Employees will be required to perform other job-related assignments as requested.</li></ul><div><b>
In this role you may work with. . .</b></div><ul><li>
Executive leadership</li><li>
Senior leadership</li><li>
Internal teams</li><li>
Visitors and guests</li><li>
Vendors</li></ul>
Qualifications:
<div><b>
Required Knowledge, Skills and Experience</b></div><ul><li>
Bachelor&rsquo;s degree in business administration or a related field</li><li>
3+ years of experience in executive support, executive partnership, office operations or similar</li><li>
Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment</li><li>
Curious, resourceful, and interested in understanding how the business operates</li><li>
Comfortable working through ambiguity, changing priorities, and unexpected needs</li><li>
Confident using technology, AI, automation, and new productivity tools to improve how work gets done</li><li>
Strong written and verbal communication skills, with the ability to communicate clearly and professionally</li><li>
Sound judgement, discretion, and the ability to handle confidential information</li><li>
Strong accountability, follow through, and proactive approach to solving problems</li><li>
Comfortable working with senior executives, board members, employees, and external partners</li><li>
Flexible, dependable, and willing to step in wherever needed to help the executive office run smoothly</li></ul><div><b>
Preferred Knowledge, Skills and Experience</b></div><ul><li>
Advanced degree in business administration or a related field</li></ul>
Pay Transparency: Individual compensation packages are based on various factors unique to each candidate, including skill set, experience, qualifications, and other job-related considerations.</div>

Executive Operations Associate On-Site Brentwood TN

Siemens

<div><p><b>Senior Executive Assistant</b></p><p>
Siemens / Asset Management Software | Raleigh, NC</p><p></p><p>
At Siemens, we help organizations transform maintenance and operations through connected insights, AI-powered technology, and intelligent asset management solutions. Our software enables customers to manage the full lifecycle of assets, facilities, and infrastructure while improving efficiency, reducing risk, and optimizing long-term investments. By connecting data, people, and processes, we empower organizations to make smarter decisions, maximize asset performance, and achieve more resilient operations.</p><p></p><p><b><br>
Description:</b></p><p>
We are seeking a highly experienced <b>Senior Executive Assistant</b> to serve as a strategic partner to members of the Executive Leadership Team.</p><p>
This role extends far beyond traditional administrative support. The Senior Executive Assistant acts as an Executive Business Partner who enables organizational effectiveness, strengthens executive operating rhythms, drives accountability for key initiatives, and ensures leaders are focused on the highest-value business priorities.</p><p>
Operating within a centralized Executive Support organization, this individual serves as a trusted advisor and operational partner to senior executives across Product, Technology, Strategy, and Operations Support Services.</p><p>
The successful candidate possesses exceptional business acumen, executive presence, organizational intelligence, sound judgment, and the ability to manage ambiguity while operating at the highest levels of the organization.</p><p><b>
Work Location &amp; Schedule</b></p><ul>
<li>This position is based on site at our Siemens Asset Management Software USA office in Raleigh, North Carolina and requires in-office attendance Monday through Friday during standard business hours. Relocation assistance will not be provided.</li>
<li>Due to the highly collaborative nature of supporting executive leadership, regular in-person partnership is essential to success in this role.</li>
<li>Additional flexibility may be required to support executive schedules, leadership meetings, and key business priorities.</li></ul><p><b>
You&rsquo;ll make an impact by:</b></p><p><b>
Executive Partnership &amp; Strategic Support</b></p><ul>
<li>Serve as a trusted business partner and representative for executive leaders.</li>
<li>Understand organizational priorities, strategic objectives, and business outcomes to proactively align executive time and attention.</li>
<li>Anticipate emerging priorities, risks, conflicts, and opportunities before they require executive intervention.</li>
<li>Act as a force multiplier by improving executive effectiveness, focus, and organizational impact.</li>
<li>Prepare executives with comprehensive briefing materials, context, stakeholder insights, and decision-support information.</li>
<li>Support executive decision-making through data gathering, issue tracking, and preparation of recommendations.</li>
<li>Ensure executive actions and commitments are translated into clear ownership, accountability, and follow-through.</li></ul><p><b>
Executive Operations &amp; Business Rhythm Management</b></p><ul>
<li>Manage executive operating cadences, including leadership team meetings, quarterly business reviews, annual planning cycles, strategic off-sites, board interactions, and company-wide communications.</li>
<li>Design and maintain systems that track priorities, commitments, milestones, and organizational dependencies.</li>
<li>Drive execution of leadership action items and strategic deliverables.</li>
<li>Monitor progress against executive priorities and proactively escalate risks, bottlenecks, or missed commitments.</li>
<li>Coordinate cross-functional initiatives involving multiple executive leaders and stakeholder groups.</li>
<li>Improve organizational efficiency through process optimization and operational discipline.</li>
</ul><p><b>
Executive Calendar &amp; Priority Management</b></p><ul>
<li>Own executive calendar strategy to optimize time, focus, and business impact.</li>
<li>Apply business judgment to prioritize meetings, requests, and competing demands.</li>
<li>Ensure executive time allocation reflects organizational priorities.</li>
<li>Balance internal leadership needs with customer, partner, investor, and employee engagements.</li>
<li>Exercise independent decision-making regarding scheduling priorities and executive access.</li>
</ul><p><b>
Executive Communications &amp; Stakeholder Management</b></p><ul>
<li>Facilitate communication between executive leaders and internal and external stakeholders.</li>
<li>Draft, review, and coordinate executive communications, presentations, town halls, talking points, and briefing materials.</li>
<li>Build trusted relationships with leaders across the organization.</li>
<li>Partner effectively with executive leadership, customers, board members, external advisors, and business partners.</li>
<li>Serve as an ambassador for executive leaders, demonstrating professionalism, credibility, and sound judgment.</li>
</ul><p><b>
Leadership Team Facilitation</b></p><ul>
<li>Drive planning and execution of Executive Leadership Team meetings.</li>
<li>Support agenda development, decision tracking, and leadership team effectiveness.</li>
<li>Facilitate preparation for strategic planning sessions, business reviews, and executive off-sites.</li>
<li>Capture key outcomes, decisions, risks, and follow-up actions.</li>
<li>Establish disciplined governance around executive commitments and leadership priorities.</li>
</ul><p><b>
Executive Project &amp; Program Leadership</b></p><ul>
<li>Independently lead projects that improve executive effectiveness and organizational performance.</li>
<li>Coordinate cross-functional initiatives on behalf of executive leaders.</li>
<li>Develop project plans, stakeholder engagement strategies, communication plans, and progress reporting mechanisms.</li>
<li>Partner with senior leaders to remove obstacles and accelerate execution.</li>
<li>Identify opportunities to simplify processes and improve organizational agility.</li>
</ul><p><b>
Board &amp; Corporate Governance Support</b></p><ul>
<li>Support board meeting preparation and governance activities.</li>
<li>Coordinate executive reviews, presentation materials, supporting documentation, and decision packages.</li>
<li>Ensure alignment across executive stakeholders regarding board deliverables and timelines.</li>
<li>Maintain strict confidentiality of highly sensitive corporate information.</li>
</ul><p><b>
AI, Productivity &amp; Continuous Improvement</b></p><ul>
<li>Leverage AI-enabled workplace technologies, workflow automation, and digital productivity tools to improve executive support effectiveness.</li>
<li>Identify opportunities to automate recurring administrative processes.</li>
<li>Use data and analytics to improve executive productivity, meeting effectiveness, and operational efficiency.</li>
<li>Champion continuous improvement initiatives across the Executive Support function.</li>
<li>Contribute to development of best practices, standards, playbooks, and capability-building programs for Executive Assistants.</li>
</ul><p><b>
Leadership Across the Executive Support Function</b></p><ul>
<li>Share best practices, tools, and operating models that elevate executive support capabilities.</li>
<li>Provide coverage and support for Executive Leadership Team members as needed.</li>
<li>Contribute to a culture of excellence, accountability, inclusion, innovation, and continuous learning.</li></ul><p></p><p><b><br>
You&rsquo;ll win us over by:</b></p><p><b>
Experience &amp; Expertise</b></p><ul>
<li>10+ years supporting senior executives in complex, fast-paced organizations.</li>
<li>Experience supporting C-suite executives, Executive Leadership Teams, or Board-level interactions.</li>
<li>Demonstrated success serving as a strategic business partner to executive leaders.</li>
<li>Experience managing highly complex calendars, priorities, stakeholder relationships, and cross-functional initiatives.</li>
<li>Proven ability to influence outcomes across organizations without direct authority.</li>
<li>Experience coordinating global stakeholders across multiple regions and time zones.</li>
</ul><p><b>
Skills &amp; Attributes</b></p><ul>
<li>Exceptional organizational, project management, and communication skills.</li>
<li>Strong business acumen and ability to exercise independent judgment.</li>
<li>Ability to manage confidential and highly sensitive information with discretion.</li>
<li>Advanced proficiency with Microsoft Office 365, including Outlook, Teams, PowerPoint, Excel, and Word.</li>
<li>Strong stakeholder management and relationship-building skills.</li>
<li>Ability to work effectively in a fast-paced, ambiguous, and highly visible environment.</li></ul><p></p><p><b><br>
You'll Thrive Even More If You Also Bring</b></p><ul>
<li>Experience supporting multiple C-suite executives within a complex, global organization.</li>
<li>Experience managing Executive Leadership Team operating rhythms, strategic planning cycles, and board-related activities.</li>
<li>Advanced skills in executive communications, including presentations, briefing materials, talking points, and stakeholder correspondence.</li>
<li>Formal project or program management experience leading cross-functional initiatives from planning through execution.</li>
<li>Experience establishing governance processes, driving accountability, and tracking strategic priorities.</li>
<li>Knowledge of board governance, corporate reporting, and executive-level decision-making processes.</li>
<li>Experience leveraging AI-enabled tools, workflow automation, and productivity technologies to improve efficiency.</li>
<li>A continuous improvement mindset with a track record of simplifying processes and enhancing organizational effectiveness.</li>
<li>Experience mentoring or partnering with other Executive Assistants within a centralized support organization.</li>
<li>Exposure to Product, Technology, SaaS, Strategy, or Operations organizations.</li></ul><p><b><br>
You&rsquo;ll benefit from:</b></p><ul>
<li>Competitive compensation and comprehensive benefits package.</li>
<li>Flexible and hybrid work opportunities where available.</li>
<li>Professional development and continuous learning opportunities.</li>
<li>Exposure to senior leadership and strategic business initiatives.</li>
<li>A collaborative, innovative, and inclusive culture.</li>
<li>The opportunity to make a meaningful impact across the organization.</li>
</ul><p>
Qualified Applicants must be legally authorized for employment in the United States. Qualified Applicants will not require employer sponsored work authorization now or in the future for employment in the United States.</p><p>
At Siemens, you'll have the opportunity to grow your career while helping organizations operate smarter, safer, and more sustainably. We foster a culture of innovation, collaboration, and continuous learning, where employees are empowered to make a difference every day. If you're excited about solving real-world challenges and shaping the future of asset management, we encourage you to apply.</p><p></p><p><b><br>
Our Commitment to Equity and Inclusion in our Diverse Global Workforce:
</b></p><p>We value your unique identity and perspective. We are fully committed to providing equitable opportunities and building a workplace that reflects the diversity of society, while ensuring that we attract the best talent based on qualifications, skills, and experiences. We welcome you to bring your authentic self and transform the every day with us.
</p>Siemens maintains a Drug Free workplace in accordance with applicable law.<br>
<div></div>
$81,753 $140,148</div>

Senior Executive Assistant

HD Supply

<p></p><div><div><p>We&rsquo;re seeking a highly experienced Executive Administrative Assistant to serve as a strategic partner to senior leadership. You&rsquo;ll operate as an extension of the executives you support, helping them prioritize their time, drive execution, and stay focused on what matters most. If you&rsquo;re a proactive problem-solver who can anticipate needs, lead up, and build strong cross‑functional relationships, this role offers the opportunity to make a long-term impact at HD Supply.</p></div><p></p><div><div><div><div><div><div><div><div><div><p><b>
Preferred Qualifications</b></p><ul><li><p>
3+ years as an Executive Assistant supporting senior executives with demonstrated strategic partnership experience in a corporate environment</p></li><li><p>
Bachelor&rsquo;s degree in business administration or a related field.</p></li><li><p>
Expertise in complex calendaring, cross‑functional coordination, and executive-level communication.</p></li><li><p>
Experience managing travel, expenses, presentations, and high‑visibility projects in a fast-paced corporate environment.</p></li></ul></div></div></div></div></div></div></div></div></div><p></p><p><b>
Job Summary</b></p><p>
Provides advanced, diversified, and confidential clerical and administrative support to executive leadership.</p><p></p><p><b>
Major Tasks, Responsibilities, and Key Accountabilities</b></p><ul><li>
Provides high-level administrative support to executives, including managing calendars and scheduling meetings.</li><li>
Conducts research, analysis, and support for special projects and initiatives, while independently managing projects and making key decisions.</li><li>
Anticipates the needs of the executives and provides proactive support to ensure their productivity and efficiency.</li><li>
Organizes and maintains confidential files, records, and other important documentation.</li><li>
Prepares and initiates both routine and non-routine documents, memos, correspondence, reports, and PowerPoint presentations</li><li>
Ensures travel requests and other travel documentation are accurate and complete, while monitoring and managing expense reports, budgets, and financial documents for the executive team.</li><li>
Serves as a liaison between the executive team and internal/external stakeholders, ensuring smooth communication and prompt resolution of inquiries.</li><li>
Organizes and maintains confidential files, records, and other important documentation.</li></ul><p></p><p><b>
Nature and Scope</b></p><ul><li>
Demonstrates skill in data analysis techniques by resolving missing/incomplete information and inconsistencies/anomalies in more complex research/data.</li><li>
Nature of work requires increasing independence; receives guidance only on unusual, complex problems or issues. Work review typically involves periodic review of output by a supervisor and/or direct customers of the process.</li><li>
May provide general guidance/direction to or train junior level support or professional personnel.</li></ul><p></p><p><b>
Work Environment</b></p><ul><li>
Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.</li><li>
Frequent periods are spent standing or sitting in the same location with some opportunity to move about. Occasionally there may be a requirement to stoop or lift light material or equipment (typically less than 8 pounds).</li><li>
Typically requires overnight travel less than 10% of the time.</li></ul><p></p><p><b>
Education and Experience</b></p><ul><li>
Typically requires BS/BA in a related discipline. Generally 2-5 years of experience in a related field OR MS/MA and generally 2-4 years of experience in a related field. Certification is required in some areas.</li></ul><p></p><p><b>
Our Goals for Diversity, Equity, and Inclusion</b></p><p></p><p>
We are committed to creating a culture that promotes equity, respect, and advocacy for every HD Supply associate. We value the diversity of our people.</p><p></p><p><b>
Equal Employment Opportunity</b></p><p></p><p>
HD Supply is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.</p></div>

Executive Administrative Assistant

Keolis

<div><div>To provide high-level executive support to the MEEA Executive team whilst managing and coordinating all office administration and support services across the regional hub. The role ensures seamless execution of executive priorities, efficient office operations, and effective stakeholder engagement across the Middle East and Eastern Asia region.</div><br>
<div></div>
<div><b>
KEY RESPONSIBILITIES</b></div><br>
<div></div>
<div><b>
 Strategic</b></div><br>
<div></div>
<ul>
<li>Coordinate leadership meetings, prepare agendas, briefing materials, and ensure accurate minute-taking and follow-up actions.
</li><li>Track key regional initiatives, ensuring alignment and timely execution.
</li><li>Support preparation of board materials, executive reports, and strategic presentations.</li></ul><br>
<div></div>
<div><b>
 </b><b>Financial
</b></div><ul><li>Manage office and administrative budgets across the regional hub.
</li><li>Monitor and control expenditure related to office operations, travel, and events.
</li><li>Coordinate procurement processes in collaboration with procurement teams.
</li><li>Manage CEO expense tracking, approvals, and reporting</li></ul><br>
<div></div>
<div><b>
Stakeholder / Customer</b></div><br>
<div></div>
<ul>
<li>Serve as the primary point of contact for the CEO with internal and external stakeholders.
</li><li>Manage high-level communications, ensuring professionalism and confidentiality.
</li><li>Coordinate VIP visits, board meetings, and executive engagements including logistics, itineraries, and briefings.
</li><li>Build and maintain effective relationships with regional and global stakeholders.</li></ul><br>
<div></div>
<div><b>
Operational</b></div>
<ul>
<li>Serving the Reception of the MEEA regional office
</li><li>Manage the CEO&rsquo;s calendar, meetings, travel, and correspondence.
</li><li>Ensure efficient day-to-day office operations, including facilities, administration, and office services.
</li><li>Prepare executive-level presentations, reports, and correspondence.
</li><li>Maintain structured filing systems (electronic and physical) ensuring confidentiality and accessibility.
</li><li>Coordinate regional reporting cycles, governance tracking, and action registers.
</li><li>Organize corporate events, leadership workshops, and internal forums.
</li><li>Oversee office supplies, vendors, and service providers.
</li><li>Ensure consistency of templates, documentation, and communication standards.</li></ul><br>
<div></div>
<div><b>
Capability / People</b></div>
<ul>
<li>Support coordination of leadership team activities and internal communications.
</li><li>Assist in organizing recruitment processes, onboarding coordination, and HR-related activities.
</li><li>Provide administrative support to the wider regional team as required</li></ul><br>
<p></p>
<p><b>
DIMENSIONS</b></p>
<ul>
<li>Support to MEEA Executive team.
</li><li>Oversight of regional office management and administrative operations.
</li><li>Coordination across multiple countries and functions.
</li><li>Management of executive-level engagements, communications, and governance tracking.</li></ul><br>
<div></div>
<div><b>
MINIMUM QUALIFICATIONS</b></div><br>
<div></div>
<div>
<div><div><div><div><b>Min.</b></div></div><div><br>
<div><b>
Required</b></div></div><div><br>
<div><b>
Desirable</b></div></div></div><div><br>
<div>
<div><b>Education</b></div></div><br>
<div>
<ul><li>Degree or Diploma in Business Management, Administration, or a related field.</li>
</ul>
</div><div><ul><li>MBA</li></ul></div><br>
</div><br>
<div><div><div><b>Experience</b></div></div><br>
<div>
<ul><li>Experience in administrative and executive support roles</li>
</ul>
</div><div><ul><li>Experience in administrative and executive support roles in rail industry</li></ul></div><br>
</div><br>
<div><div><div><b>Skills / Training</b></div></div><br>
<div>
<ul><li>Fluent in English</li>
<li>Excellent report preparation skill</li>
<li>Microsoft working knowledge</li>
<li>Strong communication and organizational skills, high discretion</li>
</ul>
</div><div><ul><li>Additional languages &ndash; Preferably French</li></ul></div></div></div></div></div><p></p>

Executive Assistant & Office Manager

San Francisco Campus for Jewish Living

<p></p><div><div><p>Nestled in San Francisco's Excelsior neighborhood on a nine-acre campus, the San Francisco Campus for Jewish Living (SFCJL) is the leading senior services organization in Northern California. Our continuum of care includes: the Frank Residences assisted living and memory care; the Jewish Home and Rehabilitation Center, offering long-term skilled nursing, short-term rehabilitation, an acute geriatric psychiatric unit for adults over the age of 65; and our Foundation.</p>
<p>
Founded in 1871 and formerly known as the Jewish Home, our legacy grounds us as our vision propels us forward. Today, we've evolved to support more than 2,500 older adults each year through innovative, comprehensive programs rooted in the Jewish values of compassion, community, and excellence. We are equally proud of our inclusive culture, where 950 team members of diverse faiths and backgrounds work together in shared purpose.</p>
<h4 class="jobSectionHeader"><b>
WHY WORK WITH US</b></h4>
<ul><li>Mission-driven nonprofit organization</li>
<li>Competitive compensation and comprehensive benefits</li>
<li>Meaningful work that positively impacts the lives of older adults every day</li>
<li>Inclusive community, welcoming to all (you do not need to be Jewish to live or work here)</li>
<li>Supportive, team-oriented environment</li>
<li>Opportunities for professional growth and development</li>
<li>Collaborative leadership focused on enhancing the employee experience</li></ul></div><p></p><p><b><br>
POSITION SUMMARY</b></p>
<p>
The Senior Executive Assistant (SEA) reports to the Chief Executive Officer (CEO) and plays a crucial role in supporting the executive team, contributing to the overall success and effectiveness of the San Francisco Campus for Jewish Living (SFCJL). Exceptional organizational skills, discretion, and the ability to handle sensitive information are required. The SEA serves as the primary point of contact for internal and external stakeholders, ensuring the smooth functioning of the executives' office with a proactive and resourceful approach. The SEA can anticipate needs, problem-solve, and execute tasks with efficiency and professionalism.</p>
<p><b>
KEY RESPONSIBILITIES</b></p><br>
<p><b>
 Board Liaison:</b></p>
<ul>
<li>Serves as the primary point of contact between the Board of Trustees and executive leadership, ensuring clear and timely communication.</li>
</ul><ul><li>Coordinates Board and committee meetings, including scheduling, agenda development, materials, and follow-up documentation.</li>
</ul><ul><li>Maintains accurate, organized, and confidential records of Board actions, resolutions, and compliance requirements.</li>
</ul><ul><li>Supports onboarding and engagement of new Board members, fostering strong and professional relationships.</li>
</ul><ul><li>Assists with Board retreats, strategic initiatives, and executive-level projects to advance organizational priorities.</li>
</ul><ul><li>Monitors governance compliance, including Board terms, roles, and adherence to bylaws and policies.</li>
</ul>
<p><b> Administrative Support:</b></p>
<ul>
<li>Manages complex executive calendars, schedules appointments, and coordinates meetings for the CEO and CFO.
</li></ul><ul><li>Schedules, coordinates, and supports meetings. Documents meeting minutes.</li>
</ul><ul><li>Troubleshoots minor technical issues for executives as needed.</li>
</ul><ul><li>Professionally manages phone calls, emails, and written correspondence.</li>
</ul><ul><li>Prepares documents, reports, and presentations. Has excellent written skills and is familiar with software to support executives' needs.</li>
</ul><ul><li>Arranges travel itineraries, including flights, accommodations, and transportation.</li>
</ul>
<p><b> Communication Liaison:</b></p>
<ul>
<li>Acts as a primary point of contact for internal and external stakeholders, including staff, clients, vendors, board members, and donors. Relays messages and facilitates communication with strong customer service skills.</li>
</ul><ul><li>Drafts, proofreads, and edits correspondence and other written materials on behalf of the executive team.</li>
</ul><ul><li>Maintains the highest professional and positive relationships with all contacts, representing the organization in a courteous and professional manner.</li>
</ul>
<p><b> Information Management:</b></p>
<ul>
<li>Manages confidential information with discretion and integrity, maintains electronic databases (e.g., PolicyStat) and physical filing systems to ensure organization and accessibility.</li>
</ul><ul><li>Conducts research, gathers data, and compiles reports as assigned by the executive team</li>
</ul>
<p><b> Financial Oversight and Policy Compliance:</b></p>
<ul>
<li>Tracks and ensures the accuracy of financial documentation, billing submissions, and expense-related processes in alignment with organizational policies.</li>
</ul><ul><li>Oversees the processing of invoices and expense reports, verifying compliance with organizational policies and signature authority guidelines.</li>
</ul><ul><li>Acts as a liaison between executives and team members to enforce financial procedures and resolve discrepancies.</li>
</ul>
<p><b>Administrative Leadership:</b></p>
<ul>
<li>Directly supervises one SFCJL Executive Assistant and is responsible for overseeing their performance.
</li></ul><ul><li>Provides guidance and oversight to administrative staff, establishing a dotted-line reporting relationship to campuswide Executive Assistants to ensure consistency in administrative practices.</li>
</ul><ul><li>Develops and implements standard operating procedures for administrative tasks across departments.</li>
</ul><ul><li>Mentors administrative personnel, offering training and support to enhance efficiency and professional development.</li>
</ul><ul><li>Coordinates and project manages compliance, licensing, and regulatory renewal activities by tracking key deadlines and deliverables, partnering with cross-functional teams to ensure timely completion and submission of required documentation.</li>
</ul><ul><li>Serves as a central point of contact for administrative coordination, promoting effective communication and collaboration among staff.</li>
</ul>
<p><b>JOB DETAILS</b></p><br>
<ul>
<li><b>Pay Rate: </b>$130,000 - $160,000</li>
<li><b>Hours:</b> Full-Time</li>
<li><b>Reports To:</b> Chief Executive Officer (CEO)</li>
<li><b>Provides Direct Supervision To:</b> Executive Assistant</li>
<li><b>Provides Dotted-Line Leadership To:</b> Campus Executive Assistants</li>
</ul>
<p><b>REQUIRED QUALIFICATIONS</b></p><br>
<ul>
<li>Bachelor's degree in Business Administration, Communications, Public Administration, or a related field preferred; or an equivalent combination of education and experience totaling at least eight (8) years.<br>
</li>
</ul><ul><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, OneDrive) and other relevant software applications (e.g., Zoom, DocuSign) with experience maintaining executives' phone, calendar, and travel schedules using Microsoft Office. Ability to learn and troubleshoot new software applications as needs arise.</li>
</ul><ul><li>Strong communication skills, both written and oral, with the ability to interact effectively with individuals at all levels of the organization.</li>
</ul><ul><li>Exceptional organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities in a fast-paced environment.</li>
</ul><ul><li>Discretion and professionalism in handling sensitive information and confidential matters.</li>
</ul><ul><li>Attention to detail and accuracy in all work activities, ensuring high-quality deliverables and outcomes.</li>
</ul><ul><li>Ability to work independently with minimal supervision, while also functioning effectively as part of a collaborative team.</li>
</ul><ul><li>Flexibility and adaptability to accommodate the evolving needs and priorities of the organization.</li>
</ul><ul><li>Commitment to upholding ethical standards and promoting a positive organizational culture.</li>
</ul>
<p><b>PHYSICAL REQUIREMENTS</b></p><br>
<ul>
<li>Must be able to sit for up to 75% of the workday.</li>
</ul><ul><li>Must be able to stand and walk throughout the workday.</li>
</ul><ul><li>Must be able to push and pull up to 20 lbs. unassisted.</li>
</ul><ul><li>Must be able to lift up to 20 lbs.</li>
</ul><ul><li>Must be able to bend and reach.</li>
</ul><ul><li>Must have good manual dexterity for typing and operation of office machinery, including computers.</li>
</ul><div><h1 class="jobSectionHeader"><b>OUR INVESTMENT IN YOU</b></h1>
<p>
Full Benefits (Medical, Dental, &amp; Vision), 403(b) Retirement Plan, Paid Time Off (PTO), Tuition Reimbursement, Commuter Benefits, Weekday Shuttle Services to and from Glen Park Station.</p>
<h1 class="jobSectionHeader"><b><i>
San Francisco Campus for Jewish Living is committed to employing a diverse and inclusive workforce, and provide Equal Employment Opportunity for all individuals regardless of race, color, religion, gender, age, national origin, marital status, sexual orientation, gender identity, status as a protected veteran, genetic information, status as a qualified individual with a disability, or any other characteristic protected by law.</i></b></h1>
<h1 class="jobSectionHeader"><b><i>Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.</i></b></h1></div></div>

<div><h3 class="jobSectionHeader"><b>Description</b></h3>
<p></p><div>Are you ready for a change? At GS1 US, employees at every level play a vital role and provide a meaningful voice on issues that affect consumers across the country. We are a small company with a world-class culture, and we make a huge impact on the way the world does business.</div><div><b>
</b></div><div><b>
What is in it for you:</b></div><div>
</div><div>
As an Executive Assistant at GS1 US you have the opportunity to make an impact on the way the world does business. And you&rsquo;ll do it in a high performance, stable, and financially sound company. You&rsquo;ll have access to leadership and be part of a great administrative support team.</div><div></div><div>
GS1 US offers a high-quality office environment (nice furniture, up to date technology, sit-to-stand desks, clean, well-lit, etc). Our world-class work culture is something we are proud of and work on continuously. Providing work culture feedback at GS1 US is not just ok, it&rsquo;s expected AND acted upon. Your voice matters at GS1 US.</div><div></div><div>
In return you&rsquo;ll be rewarded with great pay and benefits in a hybrid work culture. You&rsquo;ll work at a high-performance company with a world-class culture that invests in its employees. We don&rsquo;t just say culture is important to us, we have the data to back it up.
</div><div>
</div><div>We are currently recruiting for this position, which offers an hourly pay of $33.66-$43.27/hr. This position qualifies for participation in our annual employee bonus program.</div><div></div><p><b><br>
 Job Description:</b></p><p>
The Executive Assistant provides administrative support for the highly visible Senior Vice President. We are seeking a true team player with exceptional organizational skills, a high degree of professionalism, and the ability to manage multiple priorities in a fast-paced environment is who this role will be perfect for. This support professional provides comprehensive administrative, operational, and project support to the executive and department team. This role requires exceptional organizational skills, sound judgment, attention to detail, and the ability to proactively manage competing priorities while maintaining confidentiality and fostering positive relationships across the organization. This support includes meeting planning and preparation, complex calendar management, event coordination, expense reporting, and complex travel management. This role will include a great deal of cross collaboration and serve as the backup for other members of the Administrative Support team in the Ewing, NJ office.</p><p></p><p><b><br>
Administrative Support Duties and Responsibilities</b></p><p><b>
Executive Support</b></p><ul><li>
Serve as a trusted partner to the executive, exercising sound judgment and discretion when handling confidential and sensitive information.</li><li>
Proactively identify opportunities to improve efficiency and streamline administrative processes.</li><li>
Anticipate executive needs and take initiative to address issues before they arise.</li><li>
Manage and prioritize competing requests while ensuring critical deadlines are met.</li></ul><p><b>
Communication Management</b></p><ul><li>
Draft, proofread, and distribute correspondence, meeting follow ups, presentations, and other business communications.</li><li>
Act as a liaison between the executive and internal/external stakeholders, ensuring timely and professional communication.</li><li>
Monitor and respond to inquiries on behalf of the executive as appropriate.</li></ul><p><b>
Project &amp; Operational Support</b></p><ul><li>
Support special projects and strategic initiatives by tracking milestones, deliverables, and follow-up activities.</li><li>
Maintain action item logs and ensure timely completion of assigned tasks.</li><li>
Ability to quickly adapt to new processes and technologies as they are implemented.</li></ul><p><b>
Stakeholder &amp; Relationship Management</b></p><ul><li>
Build and maintain effective working relationships with employees, customers, vendors, partners, and senior leadership.</li><li>
Coordinate with external vendors and service providers to ensure timely delivery of services and materials.</li><li>
Represent the executive and department professionally in all interactions.</li></ul><p><b>
Event &amp; Team Support</b></p><ul><li>
Coordinate large-scale meetings, leadership offsites, conferences, and company events.</li><li>
Manage event budgets and vendor contracts to ensure cost-effective execution.</li><li>
Oversee event logistics, attendee communications, registration management, and post-event follow-up activities.</li></ul><p><b>
Travel Arrangements</b></p><ul><li>
Arrange travel accommodation, including flights, hotels, ground transportation, and visa.</li><li>
Keep executive aware of her individual travel itineraries and maintain centralized travel tracker with all details.</li><li>
Ensure compliance with company travel policies.</li></ul><p><b>
 </b><b>Calendar Coordination</b></p><ul><li>
Continually maintain unobstructed availability and anticipate needs and potential conflicts to update executive calendar allowing for the most efficient utilization of their time.</li><li>
Assist in prioritizing appointments and meetings based on importance and urgency.</li><li>
Coordinate with team members to align schedules.</li></ul><p><b>
 </b><b>Expense Management</b></p><ul><li>
Collect, review, and process expense reports.</li><li>
Verify receipts and ensure adherence to company expense policies.</li><li>
Prepare detailed expense reports for executive review, approval, and reimbursement in a timely manner.</li></ul><p><b>
 </b><b>Meeting Scheduling</b></p><ul><li>
Schedule and organize meetings, conferences, and appointments.</li><li>
Arrange meeting rooms, equipment, and catering (including contracts and negotiating) as needed for team events. Ensure dietary preferences and restrictions are accommodated.</li><li>
Schedule and attend weekly team and staff meetings as an active participant, recording action items and notes as required.</li><li>
Coordinate internal meetings, including setting up team building events, ordering swag or collateral and managing location logistics as required.</li><li>
Communicate meeting details and agendas to participants.</li><li>
Assist in preparing presentations for various meetings as required.</li></ul><p></p><p><b><br>
TRAVEL REQUIREMENTS</b></p><ul><li>
This position requires less than 10% travel.</li></ul><p></p><p><b>
This position is also eligible for company-sponsored benefits, which include:</b></p><ul><li>
Health (medical, RX, dental, vision) - effective immediately</li><li>
401(k) with Employer Safe Harbor and Profit Sharing Contributions - effective immediately</li><li>
Short and Long Term Disability Coverage</li><li>
Mental Health and Wellbeing (6 employer sponsored therapy and coaching sessions)</li><li>
Individual Wellness Platform</li><li>
Paid Parental Leave</li><li>
Generous PTO and Company Paid Holidays</li><li>
LinkedIn Learning</li><li>
Tuition Reimbursement</li><li>
Kudos (employee recognition and engagement platform)</li><li>
Catered Lunches 2x/week on in office days</li></ul></div><p></p>

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