Executive Assistant
About the Role:
We are seeking an experienced Executive Assistant to provide high-impact administrative and operational support to senior leadership and teams. This role requires discretion, sound judgment, and the ability to build trusted relationships across functions. You will play a key role in enabling effective prioritization, scheduling, and execution while supporting the overall efficiency of the organization.
Key Responsibilities:
Administrative & Executive Support
- Manage complex calendars, including scheduling, conflict resolution, time zone coordination, and planning.
- Optimize leadership time allocation across meetings, travel, and priorities.
- Coordinate domestic and international travel, including visas, agendas, and post-travel documentation.
- Prepare and support meetings, including logistics, agenda creation, materials preparation, and note-taking.
Expense, Budget & Resource Management
- Handle expense reporting, invoices, purchase orders, and budget tracking.
- Support resource planning, headcount management, and operational tracking as required.
Site, Culture & Community Leadership
- Organize site initiatives related to culture, communications, and community engagement.
- Advise leadership on programs to enhance culture, team dynamics, and site effectiveness.
- Contribute to a wider administrative partner community at site, location, or regional level.
Event & Program Management
- Plan and execute internal and external events and programs (e.g., off-sites, summits, tech talks) from initiation to delivery.
- Manage event logistics, budgets, vendors, travel, and compliance.
- Lead medium- to large-scale projects/events independently, identifying risks and implementing solutions.
- Participate in cross-functional or global administrative partner projects and process improvements.
Facilities & Workplace Support
- Assess office space needs and manage accommodation requests.
- Partner with internal teams on space planning, allocation, and office moves.
Required Skills & Qualifications:
- Proven expertise in administrative and executive support
- Advanced skills in calendar, travel, and expense management
- Experience in event and program management
- Leadership in site culture and community engagement
- Strong confidentiality and policy adherence
- Proficiency in meeting management and preparation
- Resource planning and headcount management experience
- Strong relationship-building and stakeholder management
- Clear and effective written and verbal communication
- Sound judgment, discretion, and problem-solving skills
