Torchora
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Key Responsibilities and Required Skills for General Management Assistant

💰 $55,000 - $80,000

AdministrationOperationsExecutive SupportBusiness Management

🎯 Role Definition

As a General Management Assistant, you are the organizational and strategic backbone for our General Manager and the wider leadership team. More than a traditional support role, you are a trusted partner and force multiplier, enabling our GM to focus on high-level strategy and business growth. You will anticipate needs, solve problems before they arise, and manage the flow of information and priorities with impeccable judgment and discretion. The ideal candidate is a master of organization, a fluid communicator, and possesses the business acumen to understand and contribute to our core objectives. This is an opportunity to work at the heart of the business, gain unparalleled insight into company operations, and make a tangible impact on our success.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Executive Assistant
  • Senior Administrative Assistant
  • Project Coordinator / Junior Project Manager
  • Office Manager

Advancement To:

  • Chief of Staff
  • Business Operations Manager
  • Senior Project Manager
  • Department Manager

Lateral Moves:

  • Project Manager
  • HR Generalist
  • Internal Communications Specialist

Core Responsibilities

Primary Functions

  • Act as the primary gatekeeper and point of contact for the General Manager, expertly managing correspondence, fielding requests, and prioritizing communications to ensure focus on critical business matters.
  • Strategically manage and maintain the General Manager’s complex and dynamic calendar, including scheduling meetings across multiple time zones, coordinating with senior-level internal and external stakeholders, and proactively resolving conflicts.
  • Prepare and compile comprehensive materials and briefing documents for all meetings, presentations, and events, ensuring the GM is fully prepared for every engagement.
  • Attend key leadership meetings to capture detailed minutes, track and communicate action items, and ensure timely follow-through on key initiatives and decisions by all stakeholders.
  • Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa applications, while creating detailed, seamless itineraries.
  • Handle highly confidential and sensitive information with the utmost discretion, including strategic plans, financial data, and personnel matters.
  • Draft, proofread, and edit a variety of business communications and documents on behalf of the GM, including emails, memos, presentations, and official announcements.
  • Manage and reconcile expense reports, track departmental budgets, and process invoices, ensuring compliance with company policy and accurate financial reporting.
  • Spearhead the logistical planning and execution of key events, including leadership off-sites, all-hands meetings, client visits, and team-building activities.
  • Provide high-level project coordination support for key business initiatives, tracking milestones, managing timelines, and facilitating communication between cross-functional teams.
  • Develop and maintain a robust organizational system for critical files and documents, ensuring quick and efficient retrieval of information.
  • Serve as a key liaison between the General Manager's office and other departments, fostering strong working relationships and ensuring smooth collaboration.
  • Conduct thorough research on a variety of topics as requested by the GM to support strategic decision-making and the development of new projects.
  • Anticipate the GM's needs and proactively address operational and administrative issues before they escalate, demonstrating exceptional foresight and problem-solving skills.
  • Assist in the preparation of regular and ad-hoc business reports, gathering data from various sources and presenting it in a clear, concise format.

Secondary Functions

  • Provide support with the onboarding process for new senior-level team members, helping to integrate them smoothly into the organization.
  • Assist in managing special projects and company-wide initiatives that fall under the General Manager's purview, providing administrative and logistical support.
  • Act as a cultural ambassador, championing company values and helping to coordinate initiatives that boost team morale and engagement.
  • Offer backup administrative support to other members of the executive leadership team during periods of high demand or absence.
  • Oversee general office needs and liaise with facilities or office management to ensure a productive and efficient work environment for the team.
  • Contribute to the continuous improvement of administrative processes and workflows, identifying opportunities for increased efficiency and effectiveness.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Office Suite Mastery: Expert-level proficiency in Outlook, PowerPoint, Excel, and Word for complex scheduling, data analysis, and creating executive-level presentations.
  • Google Workspace (G-Suite): Advanced skills in Gmail, Calendar, Docs, Sheets, and Slides for real-time collaboration and information sharing.
  • Project Management Tools: Hands-on experience with platforms like Asana, Trello, Monday.com, or Jira to track project progress and deadlines.
  • Communication & Collaboration Platforms: Proficiency in using Slack, Microsoft Teams, and video conferencing tools like Zoom and Google Meet.
  • Expense Management Systems: Familiarity with software such as Concur, Expensify, or similar corporate expense platforms.
  • Data & Reporting: Ability to gather, analyze, and visualize basic data to create insightful reports and dashboards.

Soft Skills

  • Exceptional Discretion & Confidentiality: Proven ability to handle sensitive business and personnel information with the highest level of integrity.
  • Proactive Problem-Solving: A forward-thinking mindset with the ability to anticipate challenges and develop solutions independently.
  • Impeccable Organization & Time Management: The capacity to manage multiple competing priorities in a fast-paced environment without sacrificing quality.
  • Superior Communication: Outstanding written and verbal communication skills, with the ability to interact professionally and effectively with stakeholders at all levels.
  • High Emotional Intelligence: Strong interpersonal skills, with the ability to build rapport, navigate complex relationships, and remain calm under pressure.
  • Adaptability & Flexibility: A positive and resilient attitude towards change, ambiguity, and shifting priorities.
  • Extreme Attention to Detail: A commitment to accuracy and excellence in all tasks, from scheduling a meeting to preparing a board-level presentation.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent, relevant professional experience.

Preferred Education:

  • Bachelor's Degree in Business Administration, Management, Communications, or a related field.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Project Management

Experience Requirements

Typical Experience Range:

  • 4-8 years of progressive experience in a high-level administrative or executive support role.

Preferred:

  • Direct experience supporting a General Manager, Vice President, or C-suite executive within a fast-paced, high-growth technology or corporate environment. Proven track record of managing complex projects and international logistics.
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