Executive Assistant

About the Role:

The primary responsibility of the Executive Assistant will be to provide efficient and high level of administrative support to senior leadership teams in all executive-related administrative tasks.

Duties and Responsibilities:

• Calendar, meetings management (scheduling, sending reminders, managing logistics and organizing catering).
• Serve as a focal contact person of intercontinental regions.
• Produce correspondence, presentations, meeting agendas, e-mails and any external mailings.
• Coordinate travel arrangements and relocation/emigration formalities (when required).
• Process expense reports and reimbursement claims.
• Manage all preparation aspects of agenda/events/conferences/team meetings.
• Support with purchasing processes: negotiating with suppliers, obtaining quotes, processing POs.
• Upon request, coordinate some tasks with facilities management and IT team.
• Handle highly confidential and sensitive information.

Desired Characteristics:

• Extremely well organized, with attention to details, yet able to multi-task in an environment of changing priorities.
• Intellectually sharp, able to grasp concepts and think/learn quickly.
• Understanding of lean concepts: continuous improvement by making incremental and sustainable changes.
• Calm under pressure
• Team player
• Familiarity and working knowledge of Intranet, OneHR, Concur and other relevant applications will be highly desirable.

Qualifications/Requirements:

• Minimum of 8 years of EA/PA/Executive Secretary experience, most of it in an international corporate or MNC environment.
• Advanced user of Microsoft Word and PowerPoint applications as well as use of the internet and web applications.
• Basic level of Excel application to create charts, diagrams, and tables of data.
• Strong demonstrated verbal and written communication skills.
• Project & time management skills. Ability to meet deadlines.
• Well-organized with a sense of urgency.
• Excellent administrative and interpersonal skills, with ability and confidence to effectively interact with senior management and high-profile clients.