Senior Executive Assistant

Overview

The Senior Executive Assistant plays a crucial role in providing comprehensive support to the executives (C-Suite). This position involves managing complex calendars, coordinating domestic and international travel, handling confidential information, ensuring that deadlines are met, providing assistance as needed to other leaders, and facilitating seamless communication across the Executive Assistant organization globally.

• Calendar and Travel Management
  • Manage and maintain complex calendars, ensuring efficient scheduling of meetings, appointments, travel, and events.
  • Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, and itineraries, ensuring appropriate contacts at destinations.
  • Anticipate and resolve scheduling conflicts, optimizing time and building buffer time into schedules.
• Document Creation and Management
  • Create, organize, and maintain confidential files and documents. This includes version control, creating templates, creating, maintaining, and updating SharePoint sites, and ensuring correct access is granted.
  • Prepare, edit, and proofread correspondence, presentations, and other documents.
• Communication and Coordination
  • Serve as a primary point of contact between the Executive & and internal/external stakeholders.
  • Facilitate effective communication by prioritizing correspondence, addressing standard items proactively, clarifying agendas for proposed meetings, and managing annual calendars of processes and events.
• Meeting and Event Management
  • Ensure meetings are scheduled efficiently including regular updating of recurring meeting cadences, adjustment of schedules for conflicting meetings, and scheduling agreed to buffer time.
  • Assist in deck creation for various meetings and events that maintain the highest standards and adhere to communication principles and templates.
  • Prepare agendas, take minutes, and track action items to ensure follow-up and accountability as required.
  • Plan, organize, and execute events as needed. Coordinate logistics, including invitations, venue selection, catering, and audiovisual requirements.
  • Provide support for special cross functional projects, including benchmarking research, data analysis, and summary preparation.
  • Assist with budget tracking, expense reporting, and invoice processing.
• Mentorship and Best Practices
  • Act as a mentor to less experienced team members and contribute to evolving processes and best practices within the organization.
  • Document all processes and continue to update as they are improved.
• Communication between other EA’s in your function globally.
• Mentorship and training
• Work in cross functional teams of up to 6-8 people

• Supporting the team at all levels
• Hybrid – minimum 3 days+ in the office (more as required)
• Other accountabilities as assigned.

Note: The following reflects the information provided under "Qualifications" and "Required Experience & Skills" in the original description.

• Minimum of 5-7 years of experience supporting C-Suite level executive in a fast-paced, global corporate environment:
  Extensive experience in providing high-level administrative support, demonstrating the ability to thrive in a dynamic and demanding setting.
• Education or equivalent experience:
  Bachelor s degree in Business Administration, Communications, or a related field preferred.
• Ability to build strong relationships across the organization:
  The ability to understand the individual needs of the leaders and manage effectively navigate difficult situations while fostering strong relationships and a positive work environment. The ability to work with people “behind the scenes” to move things through the organization without noise or difficulty.
• Exceptional organizational and time-management skills:
  The ability to efficiently manage multiple tasks, prioritize effectively, and ensure timely completion of responsibilities.
• Strong written and verbal communication skills:
  Proficiency in articulating ideas clearly and professionally in both written and spoken forms, ensuring effective communication with stakeholders at all levels. Proofreading and…