Executive Office Partner

About the role

A trusted partner to a senior leader and a key contributor to the effective operation of the leadership office. Beyond managing complex schedules and administrative processes, this role enables the leader and leadership team to focus on the highest-value priorities by coordinating stakeholders, preparing decision-ready information, tracking commitments, and ensuring disciplined follow-through.

The ideal candidate combines sound judgment, exceptional organization, strong business awareness, and the confidence to operate effectively across functions, cultures, and levels of seniority. This is a high-impact role for someone who can anticipate needs, handle sensitive information with discretion, and bring structure to a fast-moving environment.

Key responsibilities

Executive partnership and prioritization

• Act as a trusted extension of the senior leader, helping to protect time, focus, and priorities.
• Manage and continuously optimize a complex calendar, balancing strategic priorities, operational commitments, travel, and contingency time.
• Anticipate requirements, identify potential conflicts or risks, and recommend practical solutions before issues arise.
• Support preparation for leadership meetings, business reviews, customer engagements, and other high-priority activities.
• Apply thoughtful challenge and sound judgment when prioritizing requests and allocating the leader’s time.

Strategic coordination and follow-through

• Coordinate cross-functional initiatives and leadership-office priorities from planning through completion.
• Maintain clear action logs, decision records, and follow-up mechanisms to ensure commitments are delivered.
• Track milestones, dependencies, risks, and open decisions, escalating issues appropriately.
• Connect stakeholders across teams and help create alignment on next steps, ownership, and timelines.
• Prepare concise status updates and briefing materials that enable efficient decision-making.

Meeting and communication management

• Plan and facilitate effective meetings, including agendas, pre-reads, participant coordination, logistics, and follow-up.
• Draft, edit, and quality-check correspondence, presentations, reports, and executive communications.
• Prepare executive briefings by gathering, synthesizing, and structuring relevant information from multiple sources.
• Ensure timely, clear, and professional communication with internal and external stakeholders.
• Represent the executive office with credibility, tact, and a service-oriented mindset.

Business and operational support

• Support leadership-team routines, governance processes, and recurring business-management activities.
• Coordinate internal engagement activities and contribute to a positive culture of safety, inclusion, and belonging.
• Coordinate domestic and international travel, including itineraries, changes, documentation, and expense administration.
• Support budget tracking, procurement, invoice processing, and other administrative processes for the executive office.
• Improve ways of working by introducing effective tools, templates, workflows, and operating rhythms.
• Contribute to special projects requiring research, analysis, coordination, or confidential handling.

Confidentiality and risk awareness

• Handle confidential business, personnel, financial, and strategic information with the highest level of discretion.
• Apply strong judgment when managing sensitive communications, access, documents, and meeting information.
• Follow applicable company policies, data-protection requirements, and governance standards.

Qualifications and experience

• Bachelor’s degree or equivalent professional experience in business administration, management, communications, or a related field.
• At least five years of experience supporting a senior executive, leadership team, or complex business function in an international organization.
• Demonstrated experience coordinating cross-functional activities, projects, or leadership routines.
• Excellent written and verbal communication skills in English.
• Strong proficiency with common productivity, collaboration, calendar, presentation, and document-management tools.
• Experience working with executive-level stakeholders and handling confidential information.

Personal attributes

• Trusted, discreet, and dependable.
• Highly organized, proactive, and detail-oriented.
• Calm and effective in a fast-moving, ambiguous environment.
• Comfortable working independently while exercising sound judgment about when to involve others.
• Collaborative and confident when engaging with stakeholders across functions, cultures, and levels of seniority.
• Able to balance operational excellence with a broader understanding of business priorities.