Presidential Admin & Leadership Event Coordinator

at  SoftwareONE

Job Function: Sales The role:
Why SoftwareOne?
For over 30 years SoftwareOne has been the foundation for organizations around the world for their technology solutions. With changes in the market from on-premises to cloud we have always been one step ahead. Underpinning our transitions and evolutions are our seven core values which we expect from all our current employees and look for in our future colleagues. The global nature of our organization allows us to adapt and commit to these values unique to the culture and business needs of each location.

JOB SUMMARY

The Presidential Admin and Leadership event coordinator plays a pivotal role in providing high-level administrative support to supported senior executives while actively contributing to strategic initiatives and organizational goals. This position requires a combination of executive support expertise, strategic thinking, and proactive problem-solving skills. The Presidential Admin and Leadership event coordinator serves as a trusted partner to the executive team, ensuring seamless operations and effective execution of strategic priorities. This role supports 3 VP executive leaders and/or global partner VPs and will report into the Strategic Program Director as part of the Strategic Support Team. As part of the Strategic Support team this role will be called upon to support various strategic initiatives in project coordination based on need and available capacity.

• Calendar Management: Effectively manage the calendars of VP leadership personnel, including scheduling meetings, appointments, and travel arrangements (if desired). Coordinate negotiation of double-booking and rescheduling of conflicts in an efficient and effective manner.
• Proactive and Critical Thinking: Ability to solve problems and avoid issues by evaluating risks and details prior to a problem.
• Communication Management: Serve as the primary liaison between leadership personnel and internal/external stakeholders, including screening and prioritizing incoming communications (ex: emails), drafting correspondence, and preparing reports. Exhibit good listening skills, the ability to take direction and ask questions for understanding.
• Meeting Coordination: As needed: organize and coordinate meetings, conferences, travel arrangements, and events attended or hosted by leadership personnel, including scheduling, agenda preparation, logistics management, and follow-up activities.
• Information Management: Maintain confidentiality and discretion in handling sensitive information and documents, ensuring appropriate dissemination and storage of information.
• Development and Maintenance of Team Distribution Lists (DL): For every VP supported, ensure that his or her team has an accurate DL.
• Strategic Support: As needed for VP and Strategic Program Director: provide strategic support to leadership personnel by conducting research, analyzing data, project tracking and preparing materials for presentations, meetings, and speeches.
• Document Preparation: Draft, proofread, and edit documents, emails, memos, and other materials on behalf of leadership personnel, ensuring accuracy and adherence to company standards.
• Project Coordination: Assist the Strategic Program Director in managing special projects and initiatives, including tracking project timelines, coordinating resources, and facilitating communication among project team members.
• Administrative Support: Provide general administrative support to the supported VPs, including managing expenses, processing invoices, maintaining filing systems, and other administrative tasks as needed.

Success Criteria

• Discretion and Confidentiality: Maintaining strict confidentiality and discretion in handling sensitive information and documents related to the President’s office and organizational matters.
• Efficient Calendar Management: Successfully manage the calendars of supported leadership personnel, ensuring all appointments, meetings, and commitments are organized and prioritized effectively. Appointment requests are scheduled within 24 hours of the request and emergency requests are actioned within 2 hours.
• Effective Communication: Serve as a central point of contact for internal and external stakeholders, handling inquiries, and emails, promptly and professionally.
• Meeting Coordination: Facilitate seamless meetings by coordinating logistics, preparing agendas, distributing materials, and ensuring follow-up actions are documented and tracked.
• Information Management: Maintain confidentiality and accuracy in handling sensitive information, documents, and communications.
• If supporting our Global Legal Leadership: Assist with legal specific tasks such as routing documents for signature, manage legal file database, organize and create litigation files and initial document intake
• Development and Maintenance of Team Distribution Lists: For each VP supported ensure that his/her team has an accurate DL and that it is updated on monthly basis.
• Strategic Support: As needed, provide valuable support to leadership personnel by conducting research, preparing reports, presentations, and briefing materials, and assisting with strategic initiatives and projects.
• Proactive Problem-Solving: Anticipate potential issues and proactively address them, demonstrating resourcefulness and initiative in finding solutions.
• Attention to Detail: Ensure all documents, correspondence, and materials prepared on behalf of leadership personnel are accurate, error-free, and aligned with organizational standards.
• Expense Process Management: Travel expenses are submitted to Concur within 24-48 hours of submission by leader.
• Timely Execution: Meet deadlines and deliverables consistently, demonstrating the ability to work efficiently under pressure and prioritize tasks effectively.
• Collaborative Partnership: Develop a strong working relationship with the leadership team, demonstrating professionalism, discretion, and trustworthiness in all interactions.
• Continuous Improvement: Seek opportunities for professional development and process improvement, staying updated on best practices and technologies to enhance productivity and effectiveness in the role.
• Positive Contribution to Team Dynamics: Contribute to a positive and collaborative work environment by fostering teamwork, supporting colleagues, and promoting a culture of excellence and mutual respect.
• Feedback and Performance Review: Solicit feedback from the leadership team and other stakeholders on performance, actively engage in performance reviews, and demonstrate a commitment to ongoing learning and development.
• Bilingual is a nice to have.

By achieving these success criteria, the Presidential Admin and Leadership event coordinator can effectively support the leadership team in their roles, contribute to organizational success, and enhance overall efficiency and effectiveness of the Strategic Support Team.