FIND YOUR
PERFECT ROLE

Position Information

Position Title:

Executive Assistant

Region:

North America Office

Department:

Regional Support Office

Role:

Team Member

Reporting Manager:

Executive

Author:

Global Head of P&C

Approver:

Global Chief Operating Officer

Approval Date:

March 2026

Position Purpose

The Executive Assistant is a strategic business partner who provides high-level support to senior executives by coordinating key projects, enhancing strategic and operational workflows, and driving continuous improvement across systems and processes. This role is pivotal in managing communications, stakeholder engagement, scheduling, reporting, and developing resources that enable team effectiveness. Through proactive support and strategic coordination, the Executive Assistant contributes directly to the successful delivery of business priorities and overall performance.

Key Accountabilities

Executive Support

• Act as a key liaison between the executive, internal teams, and external stakeholders, ensuring communications are clear, timely, and aligned with strategic priorities.
• Partner with the executive to set goals, track progress, and align activities with agreed business objectives.
• Support organizational initiatives and projects that enhance team effectiveness and deliver on business priorities.
• Act as a key support person for relevant functional tools and programs, providing guidance and training to stakeholders as required.
• Manage the executive’s calendar, inbox, and meetings to optimize focus and time allocation against

strategic priorities.

• Prepare high‑quality agendas, reports, presentations, and minutes that inform and enable executive‑level decision‑making.
• Ensure all documentation is accurate, consistent with strategic messaging, and ready for executive review and sign‑off.
• Contribute to the development and review of policies and procedures that support operational excellence.
• Maintain efficient filing and information management systems, identifying opportunities for continuous improvement.
• Coordinate domestic and international travel arrangements for the executive and leadership teams.
• Provide broader team support and perform additional duties as required.

Project & Event Coordination

• Coordinate and track executive and departmental priorities, proactively monitoring progress, managing follow‑ups, and supporting timely delivery of agreed actions.
• Lead assigned projects from initial planning through to implementation, reporting, and close‑out.
• Collaborate with cross‑functional teams to deliver initiatives, managing deliverables, risks, dependencies, and timelines effectively.
• Drive, support, and implement system and process improvements across administrative and operational functions.
• Identify process improvement opportunities and proactively implement changes to strengthen efficiency and best practices.
• Develop and maintain project documentation, including briefs, timelines, risk registers, status updates, and communications.
• Coordinate events and team initiatives (e.g. internal summits, conferences, team‑building activities, program roll‑outs).
• Design and develop clear, user‑friendly guides, FAQs, reference materials, and tutorials as required.

Executive Assistant Persona Criteria

Lives the values:

Exemplifies the OSG Values by consistently exhibiting commitment, care and compassion, respect for others, and willingness to be responsible for actions.

Humble, Hungry, and Smart:

Self-aware of one's own strengths and weaknesses and the impact of these on others. Displays a strong work ethic, good judgment, and is perceptive and productive.

Is ‘OSG First’:

Understands and displays commitment to the OSG Vision. Acts with integrity and exemplifies professionalism at all times.

Maintains Confidentiality:

Understands confidentiality and maintains discretion with sensitive information. Reliable and trusted by others.

Collaborates Strategically:

Builds strong relationships and collaborates effectively with colleagues across the organization to achieve shared goals. Looks for opportunities to support & coach peers. Leads and coordinates teams to deliver successful projects and outcomes.

Delivers Exceptional Support:

Values accuracy and is thorough in planning and executing of tasks. Produces work that is clear and concise.

Is an Excellent Communicator:

Communicates with authenticity and in a manner that builds trust. Welcomes the opportunity to receive and share feedback with continuous improvement in mind.