Executive Assistant

The Executive Assistant provides daily scheduling, meeting, travel, and expense support to a group of senior managers in a volume, moving environment. The role is critical to executive efficiency and requires strong calendar discipline, excellent English communication and a high level of professionalism when interacting with senior global stakeholders.

Key Responsibilities

• Calendar Management: Proactively create, update, and maintain senior managers’ calendars (US, EMEA, APAC), ensuring correct time conversions, awareness of public holidays, and respect for specific working hours.
• Prioritization & Judgement: Apply priority rules and sound judgment to schedule, propose alternative times, and push back on priority requests when appropriate, handling sensitive and confidential meetings with discretion.
• Meeting Logistics: Coordinate complete meeting logistics, including room bookings, virtual/Teams links, and visitor access.
• Travel & Expenses: Research, arrange, and book travel and complete expense submissions (Concur or equivalent systems) when requested.
• Proactive Resolution: Monitor and resolve calendar conflicts, overlaps, or minute changes proactively, escalating only when business impact is unclear.

Requirements

• Experience: Minimum of 5+ years in an administrative, scheduling, or coordinator role, supporting multiple senior leaders/executives, ideally across regions.
• Language Proficiency: C1 level English (spoken and written) with ready tone and formatting.
• Technical Proficiency: Strong proficiency with Outlook/Teams/Concur and the ability to quickly learn client systems.
• Behavioral Skills: Excellent attention to detail, through, and proven success working with competing, sensitive requests.