To provide Executive Administration support / assistance to Vice President / Sr. Director / Director
Act as an ambassador for the VP / Director office and DRC, both internally and externally; the EA will need to demonstrate a high degree of customer facing and interpersonal skills.
The EA is to ensure smooth and seamless integration and management of the VP / Director's office, applying pro-activity, initiative, discretion and confidentiality to all tasks.
The role of the EA will be to ensure that the VP / Director and DRC operates as effectively as possible.
KEY AREAS OF RESPONSIBILITY :
To manage the VP / Director’s office and DRC in an efficient, effective and professional manner with complete confidentiality on matters where it is required
Proactive diary and email management
Responsible for keeping an overall view of the diary and forward planning to ensure an optimum schedule for the meetings and use of the VP / Director’s time in accordance with his / her priorities for the business
Ensure the provision of all briefing papers and supporting information to the VP / Director in a timely manner
Logistical support and ensuring that all travel arrangements are identified and made well in advance and compliant with Oracle travel policy
Manage regular weekly / monthly / quarterly calls for the management team and key stakeholders. This will be at a regional and global level and include confirmation of agenda and follow up items
Action, escalate and delegate all incoming email as appropriate
Daily monitoring and action of approval requests
Execution and delivery of management team and extended team off-site meetings including :
o Ensuring costs are monitored and managed within budget
o Optimising the opportunity for motivation and networking
o Attendance at off-site events to support the VP / Director’s agenda as required
SPOC for the VP / Director's office for communications & reporting
Facilitate information flow between VP / Director's office and other internal / external groups
Review monthly KPI data and flag findings to VP / Director
Maintain contact and relevant data for example organisation charts, customer profiles & statistics
Tracking of POs & cost centre expenses by quarter and any necessary follow up with budget owners
Participate as a highly trusted and involved member of the management team, responsible for issuing agendas and pre-reading, issuing minutes in a timely manner, monitoring actions, follow-
up of actions, and scheduling all management team activities
Support in creating media content for both internal and external social media sharing. This may include imaging, video content and various text based advertisements
Ensure timely submission of expenses, iProcurement requests, HR transaction in compliance with Oracle’s policies and procedures
Provide support with any internal / external job postings working with Talent Advisory teams and HR
Management of ad-hoc projects and project management to solution on behalf of the VP / Director
SUCCESS CRITERIA :
Enable the VP / Director to work as efficiently and effectively as possible
Effective management of the VP / Director’s Office
Presents a professional image both internally and externally at all times, ensuring the reputation of the VP / Director is maintained at a high level
Exceptional time management skills
Strong communication skills
Error free and timely correspondence
Uses initiative appropriate to the position and demonstrates a high degree of pro-activity
Eyes and ears for the VP / Director across the business
Ability to grasp future trends in digital technologies and act proactively
EXPERIENCE & PROFESSIONAL QUALIFICATIONS :
Operated at EA level in a large corporate environment
Excellent written and spoken command of English
Excellent communication skills
Social media competence
Multitasking and analytical skills
High level of practical knowledge of tools and applications
Understanding of managerial, financial and administrative processes
Mature and professional behaviour
Able to act autonomously with limited supervision, working on own initiative
Able to take effective action without always knowing the total picture
Creative thinker and problem solution finder
Project Management skills
Intermediate level skills in MS Outlook, Word, Excel and PowerPoint
Able to work in confidence with confidential matters
Ability to work under pressured deadlines
Ability to make decisions and be assertive where appropriate
Diplomatic and tactful
Detailed Description and Job Requirements
Spends less than 20% of time providing administrative support to relieve managers and staff of administrative and clerical details.
Spends more than 80% of time on special projects. Projects may include equipment management, training new hires on policies and procedures, project coordination and logistics, documentation and collateral coordination, liaison to Human Resources, create administration manuals.
May participate in operational task forces. May analyze basic spreadsheet models and track projects.
Works on assignments that are complex in nature where considerable judgment and initiative is needed in resolving problems and making recommendations.
Exercises judgment within defined procedures and practices to determine appropriate action. Normally does not receive work instructions, may determine methods and procedures on new assignments and may supervise other administrative employees.
Ability to work in a dynamic fast paced environment. Knowledge of spreadsheet applications. Demonstrated strong organizational skills.
Proactive and resourceful. Self-motivated. Proficient in desktop applications such as MS Word, Excel, PowerPoint, email messaging tools, etc.
Preferred Qualification : BA / BS degree or equivalent. 2 - 4 years of related experience.
As part of Oracle's employment process candidates will be required to complete a pre-employment screening process, prior to an offer being made.
This will involve identity and employment verification, salaryverification, professional references, education verification and professional qualifications and memberships (if applicable).
General Administration / Secretarial