Overview

Experienced Executive Assistant will provide high-level administrative support to three managers in a dynamic and fast-paced environment. The ideal candidate will have a proven track record of managing complex calendars, coordinating meetings and events, handling travel arrangements, and providing general administrative support. This role requires strong organizational skills, attention to detail, and the ability to prioritize and juggle multiple tasks.

Responsibilities

• Proactively manage three managers' complex calendars across multiple time zones, with strong attention to accuracy, timeliness, conflict resolution, and alignment to priorities and commitments.
• Partner with multiple executive offices on various projects and scheduling requests.
• Execute and plan team meetings, offsites, team morale events, and/or broader division-wide activities.
• Coordinate and manage space planning for the organization.
• Manage onboarding, recruiting support, and hardware management.
• Provide administrative training to new joiners.
• Manage systems, tools, and distribution/security group ownership.
• Maintain org charts, email distribution lists to ensure they are up-to-date and aligned with appropriate roll-up aliases.
• Work closely in partnership with the business manager and the team on activities in support of the business strategy and headcount management.
• Coordinate domestic and international travel end-to-end, including agenda building for the leadership team, all logistics, and itineraries.
• Prioritize and juggle multiple projects at once, including problem-solving independently and exercising good judgment, and following through on issues in a timely manner.
• Utilize excellent organizational, analytical, and written communication skills daily, as well as great attention to detail and high accountability.
• Maintain confidentiality of information and use discretion and judgment in discussing company information.
• Ensure compliance with administrative operations policies and procedures.
• Timely, compliant, and accurate reconciliation of expenses.
• Partner with the business and administrative team across the MEA organization to ensure consistent experiences.
• Analyze processes for inefficiencies/barriers to excellence and recommend improvements.
• Analyze and define local business process and tool requirements, and collaborate with other teams to ensure local needs are understood and met.
• Ensure 100% awareness and compliance with administrative operations policies and procedures.
• Drive operations compliance with company policy and processes in collaboration with the Compliance team and Finance.

Requirements

• Minimum 5+ years demonstrated Executive Business Administration work experience.
• Professional discretion & emotional intelligence to maintain high-level confidentiality, set priorities, and handle multiple tasks simultaneously.
• Strong understanding of the corporate environment and organization.
• Ability to be creative, to think outside the box, with a problem-solving attitude.
• Consistently demonstrate a can-do and customer service attitude.
• Ability to build effective cross-group working relationships and work collaboratively with people at all levels of the organization.
• Time-management skills.
• Excellent organizational and interpersonal skills.
• Outstanding written and verbal communication skills.
• Able to deal with ambiguity in a timely manner.
• Strong attention to detail and ability to execute efficiently and effectively.
• Able to work independently while being proactive.
• Open to changing direction in response to fluctuating directions and work environment.
• Able to work and support a regional team, with many remote employees.
• Able to effectively collaborate and respond in a timely manner to requests from multiple teams.
• Able to work effectively under pressure within short time constraints, and in relatively ambiguous and complex situations.
• Proficiency in Microsoft Office: Excel, Word, PowerPoint, Outlook, Calendar, OneNote, OneDrive, Microsoft Teams, Visio, Forms.
• Capability to reach and/or existing proficiency with internal applications such as MSS, iCIMS, HeadTrax, MS Space, MS Travel, etc.
• Capability to understand compliance policies and processes and to understand the repercussions of non-compliance and to take immediate corrective action.