Executive Assistant

Job Summary

This role provides daily administrative support to leadership team members, ensuring effective time management, communication, and collaboration. Responsibilities include calendar management, coordinating meetings, and arranging travel, all aimed at facilitating smooth operations and successful achievement of business goals. The ideal candidate is technically savvy, adaptable, a fast learner, values confidentiality, and thrives in a collaborative environment. We seek someone who will elevate our administrative services and foster a positive working atmosphere.

Essential Functions

• Administrative and Schedule Management: Manage day-to-day operations of the leadership team, coordinating and maintaining calendars and schedules with professionalism, discretion, and confidentiality.
• Travel and Meeting Logistics: Handle all aspects of travel, including booking, itinerary creation, and expense reconciliation. Plan logistics for both on- and off-site meetings, overseeing site selection, A/V needs, accommodations, and banquet orders, coordinating with travel services and vendors.
• Budget and Expense Administration: Monitor and manage the executive operational budget, participating in budget planning and performing monthly expense report reconciliation.
• Project and Committee Support: Provide support for high-priority projects requiring accuracy and confidentiality, and participate in corporate committees to facilitate engagement activities such as Employee Appreciation Week and holiday events.

Job Qualifications

Required:

• Minimum 5 years in an executive assistant or similar role
• Strong attention to detail and excellent organizational skills
• Outstanding verbal and written communication
• Able to work independently, prioritize, and multi-task in a fast-paced environment
• Demonstrated ability to maintain confidentiality
• Proficient in Microsoft Office with capacity to quickly learn new software and systems

Preferred:

• Bachelor’s or Associate’s degree
• Experience in an international company
• Interest in digitalization and adopting new tools

Environment Office-based role with climate-controlled conditions, requiring at least four days per week onsite.

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