Executive Assistant

About the role

The key purpose of an Executive Assistant is to provide comprehensive support to high-level executives and ensure the smooth functioning of their daily operations. Acting as a gatekeeper, the Executive Assistant manages the executive's schedule, prioritizes appointments, and coordinates meetings, anticipating their needs and ensuring they have everything required for successful engagements. Additionally, they oversee the organization and flow of information, maintaining effective communication channels with various stakeholders, including internal teams, clients, and external partners. An Executive Assistant assists in preparing reports, presentations, and other relevant documents, ensuring accuracy and confidentiality. They are adept at problem-solving, collaborating with different departments, and handling sensitive and confidential information with the utmost discretion. Ultimately, an Executive Assistant plays a vital role in enhancing the productivity and effectiveness of executives, allowing them to focus on strategic decision-making and maintaining a well-organized and efficient work environment.

Key responsibilities

• Provide senior-level executive administrative support
• Schedule and manage calendars and travel arrangements across varying time zones including flight bookings, accommodations, securing ground transportation, and visa/permit requirements
• Draft and prepare executive-level correspondence including emails, presentations, reports, and miscellaneous correspondence on behalf of the executive team
• Coordinate and prepare materials for meetings, such as agendas, minutes, and presentations, and ensure smooth logistics for internal and external meetings
• Manage and reconcile expenses, including creating expense reports, tracking receipts, and submitting expense reports for reimbursement
• Assist in planning and coordinating corporate events, conferences, retreats, and other special occasions
• Conduct research, gather data, and prepare executive-level reports, documentation, and presentations
• Organize and maintain documents and files ensuring ease of access and retrieval of information
• Collaborate closely with the wider EA network globally and cover colleagues in the event of absence/workload challenges
• Safeguard confidential information and maintain strict confidentiality in handling sensitive matters

About you

• Bachelor's degree or equivalent experience strongly preferred
• At least 2-3 years of executive assistant experience supporting high-level executive (in-country, regional, or global)
• Proven ability to handle confidential information discreetly in a diplomatic manner
• Unflappable, flexible, and can overcome a learning curve quickly
• Extremely strong communication skills on multiple platforms and mediums (email, text, in-person, video calls, etc.)
• Excellent presentation skills with familiarity in InDesign, Mural/Miro, and/or Smartsheet an advantage
• Tech savvy and familiar with working in the Microsoft Office suite, Adobe Acrobat and/or Bluebeam, Webex, Zoom, etc.
• Ability to work across multiple time zones
• Exceptional attention to detail
• Strong diary management skills