RESPONSIBILITIES
• Manage and prioritize the day-to-day calendar of the Enterprise Executives
• Coordinate meeting logistics including material distribution, conference room reservation, food and beverage arrangements, and technology set up as needed.
• Coordinate travel arrangements, process related expense reports as well as prepare and distribute schedules/agendas for travel (as requested / as needed)
CALENDAR MANAGEMENT EXECUTION & SUPPORT
• Calendar Management
o Review each Officer’s calendar (daily/on-going)
? Accept / decline / tentatively accept meetings and categorize meetings appropriately
? Look ahead / clear conflicts – review current week and following week
? Block free time / preferred method of each Officer for managing free time on calendar
o As Requested / As Needed
? Reach out to Officers on an ad hoc basis with questions and aggregate questions for less time sensitive items that can be reviewed during weekly calendar reviews
? Schedule and reschedule meetings as requested
? Coordinate with other Admins to complete meeting scheduling requests
? Review calendars for adjustments that may be needed due to OOO and holidays - 2 weeks prior to holidays and OOO (2 weeks or OOO as soon as possible)
o Weekly Calendar Review
? Send Officers Calendar Review List of questions/open items the day before calendar review – If needed / based on Officer preference
RESPONSIVENESS
• Follow up/respond to emails within 24 hours; acknowledge even if cannot respond/solve the issue
WEEKLY MEETINGS
• Schedule and attend Weekly Calendar Reviews with each Officer to review their calendar and priorities
• Attend FP&A Front Office Huddles (Mondays at 10:05am; Thursday 2:05pm)
• Attend Other Meetings as requested (needed to complete / execute job)
