Executive Administrative Assistant

The Senior Executive Assistant plays a crucial role in providing comprehensive support to the executives (C‑Suite). This position involves managing complex calendars, coordinating domestic and international travel, handling confidential information, ensuring that deadlines are met, providing assistance as needed to other leaders, and facilitating seamless communication across the Executive Assistant organization globally. Key Accountabilities, Responsibilities Calendar and Travel Management Manage and maintain complex calendars, ensuring efficient scheduling of meetings, appointments, travel, and events. Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, and itineraries, ensuring appropriate contacts at destinations. Anticipate and resolve scheduling conflicts, optimizing time and building buffer time into schedules. Document Creation and Management Create, organize, and maintain confidential files and documents. This includes version control, creating templates, creating, maintaining, and updating SharePoint sites, and ensuring correct access is granted. Prepare, edit, and proofread correspondence, presentations, and other documents. Communication and Coordination Serve as a primary point of contact between the Executive & and internal/external stakeholders. Facilitate effective communication by prioritizing correspondence, addressing standard items proactively, clarifying agendas for proposed meetings, and managing annual calendars of processes and events. Meeting and Event Management Ensure meetings are scheduled efficiently including regular updating of recurring meeting cadences, adjustment of schedules for conflicting meetings, and scheduling agreed to buffer time. Assist in deck creation for various meetings and events that maintain the highest standards and adhere to communication principles and templates. Prepare agendas, take minutes, and track action items to ensure follow‑up and accountability as required. Plan, organize, and execute events as needed. Coordinate logistics, including invitations, venue selection, catering, and audiovisual requirements. Project Support Provide support for special cross functional projects, including benchmarking research, data analysis, and summary preparation. Assist with budget tracking, expense reporting, and invoice processing. Mentorship and Best Practices Act as a mentor to less experienced team members and contribute to evolving processes and best practices within the organization. Document all processes and continue to update as they are improved. People Leadership Communication between other EA’s in your function globally. Mentorship and training Work in cross functional teams of up to 6-8 people Qualifications Required Experience & Skills Minimum of 5-7 years of experience supporting C‑Suite level executive in a fast‑paced, global corporate environment: Extensive experience in providing high‑level administrative support, demonstrating the ability to thrive in a dynamic and demanding setting. Education or equivalent experience: Bachelor's degree in Business Administration, Communications, or a related field preferred. Ability to build strong relationships across the organization: The ability to understand the individual needs of the leaders and manage effectively navigate difficult situations while fostering strong relationships and a positive work environment. The ability to work with people “behind the scenes” to move things through the organization without noise or difficulty. Exceptional organizational and time‑management skills: The ability to efficiently manage multiple tasks, prioritize effectively, and ensure timely completion of responsibilities. Strong written and verbal communication skills: Proficiency in articulating ideas clearly and professionally in both written and spoken forms, ensuring effective communication with stakeholders at all levels. Proofreading and strong understanding of grammar. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint and Teams): Advanced skills in using Microsoft Office applications to create documents, presentations, spreadsheets, and manage emails and calendars. Ability to handle confidential and sensitive information with discretion and confidentiality: A high level of integrity and trustworthiness in managing confidential and sensitive information, ensuring it is protected and handled appropriately. Consistently demonstrating ethical behavior and maintaining confidentiality in all aspects of the role. Proven ability to manage multiple tasks and priorities in a fast‑paced environment: Demonstrated capability to juggle various responsibilities simultaneously, maintaining focus and efficiency under pressure. Demonstrate comfort with ambiguity and the ability to adapt to changing priorities and demands. Experience in a global organization: Familiarity with the complexities and dynamics of working in a multinational company, including cultural awareness and global business practices. Strong problem‑solving and critical‑thinking skills: The ability to analyze situations, identify issues, and develop effective solutions, demonstrating sound judgment and decision‑making. Ability to see ahead and adjust things accordingly. Ability to work independently and manage competing priorities: Self‑motivation and autonomy in managing tasks, with the ability to prioritize and adapt to changing demands without constant supervision. #J-18808-Ljbffr