We are looking for a proactive, high-performing Executive Assistant to provide advanced administrative and operational support to our global and local teams. The ideal candidate will act as a central hub for the department, steering cross-functional meeting logistics, budget forecasting, complex scheduling, and the creation of executive-ready materials to ensure maximum operational efficiency.
Key Responsibilities
- Provide high-level administrative support in all interactions with local and global stakeholders, delivering comprehensive assistance to the wider team beyond the core Leadership Team.
- Schedule and maintain complex daily calendars, coordinate detailed domestic and international travel arrangements, and manage high-level business meetings by driving logistical details with internal colleagues and external vendors.
- Manage the end-to-end planning, preparation, and follow-up for global meetings (creating agendas, consolidating presentations, preparing accurate minutes, capturing action items, and distributing deliverables).
- Assist in the design, development, and assembly of sophisticated presentation materials?including high-level PowerPoint graphics, notebook designs, and structured content?often intended for executive management or external partners, while maintaining a dedicated library of templates.
- Compile, prepare, and distribute complex, detailed, and sophisticated reports or materials in a timely manner, while efficiently tracking and delivering important documents requiring executive signature.
- Work closely with other internal functions to ensure the department operates at the highest level of efficiency, acting as the primary interface with Facilities (for space management) and IT (for fully functioning, up-to-date technology and equipment).
- Maintain the department budget by processing invoices, preparing purchase requisitions, tracking costs, executing long-term forecasting, and processing expense reports through corporate systems to ensure budget compliance.
- Prepare and execute onboarding plans for new colleagues; maintain team distribution lists, org charts, staffing lists, and relevant document repositories (e.g., Teams, SharePoint); and proactively manage office supplies and the supply closet.
