Executive Assistant

Responsibilities

• Manage calendar, schedule meetings, and coordinate travel arrangements
• Tracks executive expenses and generates expense reports. Submits expense reports in a timely manner.
• Understand budget timelines and deadlines
• Collaborate with the Leadership team as needed to prepare agendas and meeting materials, document meeting minutes, track action items, and follow up on deliverables
• Plan and coordinate virtual and in-person events and meetings on and offsite, including preparation of meeting materials, logistics, venue, activities, and catering
• Maintain email aliases, distribution lists, and shared directories, including maintaining permissions
• Collaborate flawlessly with other executive team admins to execute on scheduling meetings and coordinate organization-wide events
• May serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management
• Collaborate with outsourcing teams on staffing orders, contracts, and ensure local compliance
• Raise purchase orders, verify invoices, and process payments for CW costs and expenses
• Utilize Supplier Central portal to raise purchase orders, onboard vendors, and track approvals, orders, and invoices from start to finish
• May serve as point person for departmental purchases, including but not limited to PC tracking, vendor management, and overall asset management

Qualifications

• Bachelor’s degree
• 3-5 years’ experience supporting senior executives in a fast-paced, multinational environment
• Exceptional time management, organizational, and multitasking skills
• Understanding that this job is not typical 9-5
• Willing to adapt to a rapidly changing environment and new processes and responsibilities
• Proven ability to work under pressure, communicate effectively, and meet deadlines
• Proficient in Microsoft Office Suite, Mac and Windows operating systems and related business applications such as Slack, Microsoft Teams, Microsoft SharePoint
• Tech savvy
• Strong interpersonal and written/verbal communication skills in English
• Able and willing to travel to events or internal meetings, locally and internationally as required
• Due to our globally distributed team, you may occasionally work outside of normal business hours
• Discreet and experienced in handling sensitive and confidential information
• Takes initiative and is a self-starter who thrives with minimal supervision
• Excellence in managing complex projects and delivering results both independently and collaboratively
• Enjoys building positive working relationships across all levels and geographies
• Highly organized, detail-driven, and capable of juggling multiple responsibilities
• Embraces change, learns quickly, and adapts well to dynamic environments
• Understands the value of integrity and honesty in the workplace and takes ownership of their work