Assoc Manager, Administration

Executive & Calendar Management

• Manage the leader’s complex and frequently changing calendar, proactively resolving conflicts and prioritizing time against business-critical commitments.
• Coordinate complex domestic and international travel itineraries, including flights, accommodation, visas, and ground transportation.
• Prepare, organize, and distribute briefing materials, agendas, and pre-reads ahead of meetings, board sessions, and leadership forums.
• Manage expense reporting, invoice processing, and budget tracking for the leader's office in line with Coats' policies.
• Anticipate the leader’s needs and proactively resolve scheduling, logistical, and administrative issues before they arise.
• Maintain accurate records, contact databases, and filing systems for the leader's office.

Communication, Meetings & Stakeholder Coordination

• Act as a trusted first point of contact for the leader, managing correspondence and screening requests from internal and external stakeholders.
• Draft, proofread, and edit correspondence, presentations, and reports on behalf of the leader.
• Coordinate and support Leadership Team meetings, off-sites, and town halls, including agenda setting, minute-taking, and follow-up on action items.
• Liaise with Group Executive Assistants, the Board office, and senior leaders across the organization to align schedules and priorities.
• Build strong working relationships with senior stakeholders, customers, and partners to facilitate smooth communication on the leader’s behalf.
• Coordinate logistics for customer visits, industry events, and external engagements involving the leader.

Governance, Confidentiality & Office Leadership

• Handle highly sensitive and confidential information with absolute discretion and sound judgment.
• Support governance processes, including board and leadership team reporting cycles, ensuring deadlines and documentation standards are met.
• Manage special projects and initiatives on behalf of the leader, tracking progress and ensuring timely delivery.
• Coordinate with HR, Finance, Legal, and IT to ensure the smooth operation of the leader's office.
• Provide guidance and coverage support to other leadership team assistants as needed.
• Continuously identify opportunities to improve the efficiency and effectiveness of the leader's office operations.