The Executive Assistant will provide comprehensive administrative support to multiple executives in the North American and EMEA regions. This role requires a proactive, detail-oriented individual who can handle a wide range of responsibilities, including managing calendars, coordinating meetings and travel, preparing reports, and handling sensitive information with discretion. The ideal candidate is highly organized, possesses excellent communication skills, can prioritize tasks efficiently, and can work across different time zones effectively.
Must be located and work in the Eastern timezone to support our global leaders.
Responsibilities:
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Calendar Management: Coordinate and manage complex schedules, including meetings, travel arrangements, and appointments across multiple time zones.
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Communication: Serve as the primary point of contact between executives and internal/external stakeholders. Handle correspondence, emails, and phone calls with professionalism.
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Meeting Coordination: Organize and prepare for meetings, which may include updating, taking minutes, and following up on action items.
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Travel Arrangements: Plan and coordinate domestic and international travel, including flights, accommodations, itineraries, and visas.
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Expense Management: Handle expense reporting and reimbursement processes for executives.
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Document Management: Manage documents, presentations, and reports as necessary. Maintain confidential files and records.
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Project Support: Assist in the planning and execution of various projects and initiatives. Track progress and ensure timely completion.
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Event Planning: Collaborate with relevant stakeholders to assist in organizing executive off-sites, company events, conferences, etc.
About You:
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Experience:
- Minimum of 5 years of experience as an Executive Assistant or similar role supporting C-level executives.
- Experience working in a multinational company; experience working in a virtual setting is strongly preferred.
- Familiarity with virtual communication tools and platforms (e.g., Zoom).
- Knowledge of travel management systems and expense reporting tools.
- Skills:
- Communication: Excellent verbal and written communication skills.
- Organizational: Strong organizational and time-management skills.
- Technical: Proficient in Google & Microsoft Office Suite (Emails, Word, Excel, PowerPoint) and familiarity with office management software.
- Interpersonal: Strong interpersonal skills with the ability to build relationships at all levels of the organization.
- Problem-Solving: Ability to anticipate needs, think critically, and offer solutions proactively.
- Multitasking: Ability to handle multiple tasks simultaneously in a fast-paced environment.
- Confidentiality: High level of integrity and discretion in handling confidential information.
- Flexibility:
- Willingness to work flexible hours to accommodate different time zones.
