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Key Responsibilities and Required Skills for Group Leader Assistant

💰 $55,000 - $75,000

Administrative SupportTeam CoordinationExecutive AssistanceProject Support

🎯 Role Definition

The Group Leader Assistant acts as the organizational backbone for the Group Leader and their team. This position requires a unique blend of administrative expertise, project coordination, and exceptional interpersonal skills. You will be the primary point of contact for the group, managing communications, coordinating complex schedules, and driving key administrative projects. Success in this role means anticipating needs, resolving operational challenges before they arise, and fostering a positive and productive team environment. You are not just a support function; you are a strategic partner to the leadership.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Executive Assistant / Administrative Assistant
  • Team Coordinator / Project Coordinator
  • Office Manager with a desire to specialize in team support

Advancement To:

  • Senior Executive Assistant / Chief of Staff
  • Project Manager / Program Manager
  • Operations Manager

Lateral Moves:

  • Project Coordinator
  • HR Coordinator
  • Events Manager

Core Responsibilities

Primary Functions

  • Proactively manage and maintain the Group Leader's complex and dynamic calendar, scheduling across multiple time zones while prioritizing appointments and resolving conflicts with minimal disruption.
  • Coordinate all aspects of domestic and international travel, including flight and hotel bookings, ground transportation, visa applications, and the creation of detailed, comprehensive travel itineraries.
  • Prepare, submit, and track expense reports in a timely manner, ensuring compliance with company policy and accurate reconciliation of corporate credit cards.
  • Organize and execute logistics for a wide range of meetings, including preparing agendas, booking conference rooms, setting up A/V equipment, and coordinating catering services.
  • Act as a gatekeeper for the Group Leader, triaging incoming correspondence and communication (email, calls, mail) and responding or redirecting as appropriate.
  • Draft, proofread, and format a variety of internal and external communications, reports, and presentations, maintaining a high standard of professionalism and accuracy.
  • Manage sensitive and confidential information with the utmost discretion and integrity, pertaining to personnel, financial, and strategic matters.
  • Assist with the full lifecycle of team member onboarding and offboarding, including coordinating with IT for equipment, HR for paperwork, and scheduling orientation meetings.
  • Plan and execute team-building events, off-site meetings, and workshops from conception to completion, including vendor negotiation, budget management, and on-site coordination.
  • Provide light project management support by tracking key deliverables, monitoring deadlines, and maintaining project documentation for team initiatives.
  • Serve as the central point of contact for the team, facilitating communication flow and ensuring that important information is disseminated effectively and efficiently.
  • Anticipate the needs of the Group Leader and their team, proactively identifying and implementing solutions to enhance operational efficiency and productivity.
  • Build and maintain strong working relationships with internal stakeholders, including other administrative staff, department heads, and cross-functional teams.
  • Manage procurement and inventory of team supplies, equipment, and resources, ensuring the team is well-equipped to perform their duties.
  • Assist in preparing and consolidating data for weekly, monthly, and quarterly business reports, summarizing key performance indicators and team progress.
  • Maintain and organize critical electronic and physical files, ensuring documents are easily accessible and logically structured for the team.

Secondary Functions

  • Support ad-hoc projects and special initiatives as assigned by the Group Leader, demonstrating flexibility and a can-do attitude.
  • Contribute to the creation and refinement of presentation materials for town halls, client meetings, and executive briefings using PowerPoint or Google Slides.
  • Collaborate with the broader administrative team to provide backup support and contribute to office-wide initiatives and process improvements.
  • Participate in key team meetings, responsible for capturing detailed minutes, documenting decisions, and tracking action items through to completion.
  • Assist with basic budget tracking for the team, monitoring expenditures against the allocated budget and flagging potential overages.
  • Coordinate logistics for visiting clients, partners, and external guests, ensuring a professional and welcoming experience.

Required Skills & Competencies

Hard Skills (Technical)

  • MS Office Suite Mastery: Expert-level proficiency in Outlook (for complex calendaring), Word, Excel (for data tracking and reporting), and PowerPoint (for presentation design).
  • Google Workspace Proficiency: Strong skills in Google Calendar, Docs, Sheets, and Slides for collaborative work.
  • Expense Management Software: Experience with platforms like Concur, Expensify, or similar corporate T&E systems.
  • Project Management Tools: Familiarity with tools such as Asana, Trello, Jira, or Microsoft Project for tracking tasks and deadlines.
  • Communication Platforms: Comfortable and efficient with collaboration tools like Slack, Microsoft Teams, and Zoom/Webex.
  • Typing Speed: Fast and accurate typing skills for efficient drafting of correspondence and meeting minutes.

Soft Skills

  • Exceptional Organization: The ability to manage multiple priorities, tasks, and deadlines simultaneously without sacrificing quality.
  • Proactive Problem-Solving: A forward-thinking mindset that anticipates challenges and independently develops effective solutions.
  • Impeccable Communication: Superior written and verbal communication skills, with the ability to articulate information clearly and professionally to all levels of the organization.
  • Unwavering Discretion: Proven ability to handle confidential and sensitive information with the highest level of professionalism and integrity.
  • Adaptability & Flexibility: Thrives in a fast-paced, ever-changing environment and can pivot priorities with ease.
  • High Emotional Intelligence: Strong interpersonal skills with the ability to build rapport and collaborate effectively with diverse personalities.
  • Attention to Detail: Meticulous approach to all tasks, ensuring accuracy and completeness in every aspect of the work.
  • Resourcefulness: A knack for navigating corporate structures and finding the information or people needed to get the job done.
  • Time Management: Excellent skills in prioritizing work, managing time effectively, and meeting deadlines consistently.
  • Team-Oriented Mindset: A genuine desire to support the team and contribute to its overall success and positive morale.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent, coupled with significant relevant experience.

Preferred Education:

  • Bachelor’s Degree.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Management
  • Liberal Arts

Experience Requirements

Typical Experience Range: 3-7 years of progressive experience in an administrative or executive support role.

Preferred:

  • Prior experience supporting a senior-level leader, director, or an entire team within a fast-paced corporate, tech, or consulting environment.
  • Demonstrated experience managing complex international travel and coordinating large-scale meetings or events.
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