Executive Assistant

About the role

Bonterra is seeking a highly skilled and proactive Executive Assistant to two GM executives. This role is critical in supporting day-to-day operations and providing exceptional logistical and administrative support.

Candidates must be willing and able to support US time zones, including occasionally early mornings or late evenings as needed. Flexibility to travel domestically and internationally as required for Board meetings, leadership offsites, and other events.

Key Responsibilities

• Manage the executive's complex calendar, balancing competing priorities and optimizing time management.
• Handle email correspondence by organizing, prioritizing, and escalating critical matters as needed.
• Prepare, review, and submit accurate expense reports.
• Develop and maintain presentation decks that align with the executive's tone, objectives, and strategic goals.
• Execute delegated administrative tasks within systems like Workday.
• Respond to miscellaneous requests, including accessing files and coordinating special projects.
• Arrange and manage domestic and international travel, including transportation, lodging, and detailed itineraries.
• Care for logistics for leadership offsites, Board meetings, and other events, encompassing vendor negotiations, meal planning, transportation, and onsite technical needs.
• Secure favorable terms with hotels, transportation providers, and other vendors to ensure seamless experiences.
• Manage scheduling for Board meetings, leadership offsites, and key cross-functional meetings.
• Oversee planning for leadership team offsites, including hotel and venue arrangements, agendas, attendee communication, and action item tracking.
• Ensure meeting attendees receive agendas, key discussion points, and necessary pre-meeting preparation.
• Send timely reminders and follow up on action items to ensure accountability and resolution.
• Track parking lot items, follow-ups, and deliverables to ensure timely resolution.
• Act as meeting facilitator when required, ensuring discussions remain productive and aligned with objectives.
• Partner with Finance to draft budgets, track adherence, and provide updates on hiring and resource allocation plans.
• Review and approve executive invoices for accuracy and compliance with budget guidelines.
• Manage contracts through procurement channels, ensuring timely processing and policy compliance.

Requirements

• Proven experience as an Executive Assistant or in a similar high-level support role, preferably working with C-suite executives.
• Strong background in managing complex calendars, coordinating travel, and handling confidential information.
• Exceptional organizational and time management skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills for crafting clear, concise correspondence and professional presentation materials.
• Meticulous attention to detail when managing scheduling, expense reports, and action item tracking.
• Professional and confident demeanor with the ability to build strong relationships and work effectively with stakeholders at all levels.
• Exceptional discretion and judgment when handling sensitive information.
• Proactive and resourceful in anticipating executive needs, resolving challenges, and identifying efficiency improvements.
• Comfortable navigating ambiguity and changing priorities while maintaining a solutions-oriented mindset.
• Understanding of event logistics and vendor negotiation best practices.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), calendar management software, and collaboration tools such as Slack and Asana.
• Familiarity with tools like Concur, DocuSign, or other financial and administrative systems.
• Familiarity with budgeting processes, expense management, and procurement workflows.

Preferred Qualifications

• Experience supporting executives in a global, high-growth environment.
• Certification in project management or administrative professional development such as CAP or PMP.