Executive Assistant, CMO

How will you make a difference to PMI?

PMI is seeking a highly professional and detail-oriented Executive Assistant to support the Chief Marketing Officer. This role is responsible for providing seamless administrative support to the executive and management team, ensuring the efficiency of operational processes and strategic initiatives. Key responsibilities include managing reporting and analysis, supporting executive and enterprise-wide initiatives, and assisting project teams by compiling and distributing status reports and analyzing relevant data for group reporting. The ideal candidate will also handle complex and confidential tasks independently and execute special assignments as needed.

What you’ll bring to the role:

• Execute administrative tasks to support Chief Marketing Officer and operating group as required, such as maintaining project schedules, meeting coordination, facilitating internal communication, activity follow-up, filing, travel arrangements, and document preparation.
• Provide follow-up on group activities to meet established commitments. Compile, analyze and create summaries of findings, reports and presentations with the ability to take conceptual discussions, assess complex data, and translate into tangible process and procedures through research, self-initiated discussions with individuals across the organization, and applied knowledge and experience.
• Provide administrative support for Committees, Task Teams or projects including meeting arrangements, organizing and distributing materials, project planning, recording notes, perform appropriate follow-up until completion.
• Partner with cross functional teams to assist with communications that must be handled according to an established policy.
• Maintain accurate records, reports and files to assist with operating group management and oversight, including budget, headcount, and expense reporting, and records retention.
• Process purchase orders and invoices and assist with vendor performance monitoring. Assure records and document compliance requirements are met.
• In partnership with the Procurement and Legal Teams, support the review and finalization of any department and/or organization-level contracts for various services and support, including completion and submission of Partner with Legal to coordinate Statements of Work (SOW) and Master Services Agreements (MSA), as well as tracking contracts through the approval process.
• Develop and sustain effective working relationships with PMI teams, vendors, members, and volunteers.
• Maintain confidentiality of sensitive organization topics and issues.
• Serve as administrative back-up, as needed or requested, for other Assistants.
• Keep abreast of group’s immediate and long-term commitments and plans; identify conflicts, flag problems for management intervention and implement changes as appropriate.
• Demonstrate knowledge of and adhere to organization and departmental policy and procedures, as well as all relevant regulatory requirements.

Role Qualifications:

• Bachelor’s Degree or equivalent in a business field; relevant experience may be considered.
• Minimum of 5 years of executive administrative experience in business or corporate office setting, including regular interaction with senior leaders; international business exposure preferred.
• Experience and success in building and maintaining relevant reporting and trend analysis tools, such as customized report templates and dashboards, to support ongoing reporting for major organization efforts.
• Ability to execute unique and challenging assignments, demonstrating enthusiasm for learning new information and technologies and ability to meet goals effectively within tight timelines.
• Strong problem-solving ability, demonstrated initiative, and sound judgment in assessing and prioritizing multiple competing needs.
• Demonstrated experience and success in proactively identifying and elevating issues for executive review and escalation, based on awareness and understanding of organization and priorities.
• Design, preparation, and documentation of work plans; ability to see the big picture and report progress accordingly.
• Proficient with Microsoft Office including Word, Access, Excel and PowerPoint, as well as general digital usage. Advanced Excel required.
• Positive professional service orientation. Poise under pressure
• Experience of working in an agile, dynamic, and customer-centric environment
• Excellent communication, collaboration, presentation, and negotiation skills
• Proficiency in the business language for PMI (English)