The Role
As an Executive Assistant, you'll be responsible for:
- Efficiently managing complex calendars for the assigned executive, including scheduling internal and external meetings, appointments, and conferences across multiple time zones. You'll anticipate scheduling conflicts and proactively propose solutions, prioritizing commitments effectively.
- Preparing and distributing pre-meeting materials and agendas, ensuring executives are well-prepared for all engagements.
- Making travel arrangements, both domestic and international, for senior staff, including booking flights, cars, and hotels. You'll also process visa applications when necessary.
- Planning and coordinating events, on or off-site, with both internal and external participants. This includes coordinating with guest speakers, catering, venue booking, and other event-specific needs.
- Managing expense reporting in line with company Travel and Entertainment policy.
- Creating and editing presentations and other communications.
- Researching complex issues on behalf of the executive.
- Managing ad-hoc administrative programs for the department and utilizing spreadsheets or databases to monitor departmental information and generate reports.
- Supporting the onboarding of new team members.
- Serving as an administrative liaison with others within and outside the company.
- Potentially monitoring and coordinating the work of other employees or temporaries.
All About You and What You Need to Bring
- Minimum of 5-7 years of progressive experience as an Executive Assistant, preferably supporting senior-level executives in a fast-paced, complex corporate environment.
- Proven ability to manage multiple priorities, strong attention to detail, and a high degree of accuracy.
- Outstanding written and verbal communication skills, with the ability to interact professionally and articulately with all levels of staff and external contacts.
- Expert-level proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with various collaboration tools (e.g., Microsoft Teams, Zoom, SharePoint), and expense reporting systems.
- A true people person who fosters positive relationships and collaborates effectively with internal teams and external partners.
- Demonstrates a collaborative spirit, actively contributes to team goals, and supports colleagues to achieve shared success.
- Demonstrated ability to handle sensitive information with the utmost discretion and maintain strict confidentiality.
- A self-starter who anticipates needs, identifies potential issues, and proposes solutions without constant supervision.
