Key Responsibilities and Required Skills for Group Manager Assistant

🎯 Role Definition

The Group Manager Assistant is the organizational and administrative backbone for a Group Manager and their wider team. This role transcends traditional administrative support, acting as a strategic partner who anticipates needs, resolves operational friction, and enables the manager and their department to focus on high-impact objectives. As a key liaison, the Group Manager Assistant ensures seamless communication, meticulous coordination, and flawless execution of administrative functions within a dynamic, often fast-paced, corporate environment. Success in this position is defined by an impeccable ability to manage competing priorities, maintain absolute confidentiality, and proactively enhance the productivity and efficiency of the entire group.

📈 Career Progression

Typical Career Path

Entry Point From:

Senior Administrative Assistant
Team Coordinator or Project Coordinator
Experienced Personal Assistant

Advancement To:

Senior Executive Assistant (supporting C-Level or VP)
Chief of Staff
Office Manager or Business Operations Manager

Lateral Moves:

HR Coordinator
Project Manager
Event Manager

Core Responsibilities

Primary Functions

Proactively manage and meticulously maintain the Group Manager's complex and dynamic calendar, requiring strategic gatekeeping, prioritization of appointments, and resolution of scheduling conflicts across multiple time zones.
Coordinate intricate domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa applications, while preparing detailed, user-friendly itineraries.
Act as the primary point of contact and communication liaison between the Group Manager, internal departments, senior executives, and external stakeholders, screening and directing inquiries with professionalism and discretion.
Prepare, proofread, and format a wide range of internal and external communications, including memos, email correspondence, reports, and high-stakes presentations, ensuring accuracy and brand consistency.
Meticulously plan and coordinate all logistical aspects of key meetings, including agenda creation, material distribution, room booking, technology setup (video conferencing), and catering arrangements.
Attend key team meetings to capture, transcribe, and distribute accurate meeting minutes and action items, diligently following up with team members to ensure timely completion of assigned tasks.
Process and reconcile expense reports, purchase orders, and invoices in a timely and accurate manner, ensuring compliance with all company financial policies and procedures.
Handle highly confidential and sensitive information with the utmost discretion, including strategic plans, financial data, and personnel matters.
Develop and maintain an efficient and organized filing system for both digital and physical documents, ensuring quick and secure retrieval of information.
Provide comprehensive support for team-wide projects by tracking deadlines, coordinating resources, and facilitating communication among project stakeholders.
Anticipate the Group Manager’s needs by preparing necessary documents, background information, and briefing materials for upcoming meetings, presentations, and travel.
Manage office supplies, equipment, and relationships with vendors, ensuring the team has the necessary resources to operate efficiently.

Secondary Functions

Assist with the onboarding and integration of new team members by preparing welcome materials, coordinating initial schedules, and facilitating introductions.
Spearhead the planning and execution of team-building events, departmental off-sites, and client entertainment functions from initial conception to post-event wrap-up.
Provide backup administrative support to other executives or team members during absences or periods of high workload.
Conduct preliminary research on assigned topics, summarizing findings and presenting information to support decision-making processes.
Champion and assist in the implementation of new office technologies and administrative processes to improve departmental efficiency.
Manage special projects as assigned by the Group Manager, which may fall outside the scope of typical administrative duties.
Maintain and update key departmental documents, such as organizational charts, contact lists, and distribution lists.
Serve as a cultural ambassador for the team, fostering a positive and collaborative work environment through proactive engagement and support.

Required Skills & Competencies

Hard Skills (Technical)

Advanced Proficiency in Microsoft Office Suite: Expert-level skills in Outlook (for complex calendaring), PowerPoint (for executive presentations), Word, and Excel.
Google Workspace Fluency: Mastery of Google Calendar, Docs, Sheets, and Slides for real-time collaboration.
Expense Management Software: Experience with platforms like SAP Concur, Expensify, or similar corporate expense tools.
Travel Booking Systems: Familiarity with corporate travel portals and booking platforms.
Communication & Collaboration Tools: Proficiency in using Slack, Microsoft Teams, and video conferencing platforms like Zoom and Webex.
Project Management Software: Working knowledge of tools like Asana, Trello, or Jira to track tasks and project progress.

Soft Skills

Exceptional Organizational and Time Management Skills: The ability to prioritize a heavy workload, manage multiple complex tasks simultaneously, and meet deadlines without sacrificing quality.
Unwavering Discretion and Confidentiality: Proven ability to handle sensitive business and personal information with the highest level of integrity.
Proactive and Resourceful Problem-Solving: An anticipatory mindset with the ability to identify potential issues and independently find effective solutions.
Superior Interpersonal and Communication Skills: The capacity to communicate clearly, concisely, and professionally with individuals at all levels, both verbally and in writing.
High Level of Emotional Intelligence: Strong self-awareness and empathy, enabling effective relationship-building and navigation of complex corporate dynamics.
Adaptability and Composure Under Pressure: The ability to remain flexible, composed, and effective in a fast-paced and ever-changing environment.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent, supplemented by significant and relevant professional experience.

Preferred Education:

Bachelor's Degree from an accredited university or college.

Relevant Fields of Study:

Business Administration
Communications
Hospitality Management

Experience Requirements

Typical Experience Range:

5+ years of progressive experience in an administrative or executive support role within a corporate setting.

Preferred:

Direct experience supporting a Director, VP, or group-level executive in a mid-to-large-sized organization. Proven track record of managing complex calendars and coordinating international travel is highly desirable.