Executive Assistant

About the Role

Calendar Management:
Manage and coordinate complex schedules for executives, including meetings, travel, and conferences. Prioritize and manage multiple tasks and projects simultaneously, and follow through on issues in a timely manner.

Communication:
Serve as the primary point of contact between executives and internal/external stakeholders. Handle confidential information with discretion.

Travel Coordination:
Organize detailed travel plans, itineraries, and agendas. Coordinate travel arrangements, including flights, accommodations, and ground transportation.

Meeting and Event Planning:
Plan and coordinate executive meetings, including agenda preparation, logistics, and follow-up. Organize corporate events, retreats, and off‑site meetings.

Administrative Support:
Prepare and edit correspondence, reports, presentations, and other documents. Maintain comprehensive and accurate records, including expense reports. Assist in the execution of ad‑hoc projects as approved by the manager, ensuring bandwidth. Collaborate with various departments to support cross‑functional initiatives.

Document Management:
Maintain and organize important documents, ensuring they are accessible and up‑to‑date. Plan, coordinate and ensure the Executive’s schedule is up to date and accurate.

Act as a barometer, having a sense for the issues taking place in the environment and keeping the President updated. Act as Gatekeeper / Gateway role, creating win‑win situations for direct access to Executive's time and office. Provide a bridge for smooth communication between the Executive's office and internal departments.

Serve as the Executive’s administrative liaison to the Senior Management Team, coordinating meetings, arranging travel, processing travel reimbursement requests, and preparing and distributing Board meeting materials. Schedule and coordinate management meetings, prepare materials for review prior to the meetings, and take and distribute notes. Prioritize conflicting needs, manage matters expeditiously, proactively, and follow through on projects to successful completion within deadlines.

Successfully complete critical deliverables with a hands‑on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the company. Assist in coordinating the agenda of senior management team meetings. Prepare an account of meetings and follow up on assigned action items. Maintain high standards of personal integrity and performance. Perform a variety of special projects as requested by the Executive and Senior Executive Team members.

• 5-10 years of experience as an Executive Assistant to C‑Level Executives within the technology industry with a global or multinational company.
• Requires strong project management experience; PMI preferred.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and high level of professionalism and discretion.
• Very strong interpersonal skills with the ability to build relationships with stakeholders including staff, Board members and external partners.
• Proven experience in managing complex schedules and coordinating international travel.
• Proficiency in Word, Excel, PowerPoint, Google.
• Exceptional organizational and time‑management skills.
• Strong written and verbal communication abilities.
• High level of discretion and confidentiality.
• Excellent interpersonal skills and ability to build relationships with stakeholders.
• Proactive:
  Anticipates needs and takes initiative without being prompted.
• Adaptability to a fast‑paced and changing environment.
• Expert level writing, editing, grammatical, organizational and research skills.
• Positive “Can‑Do” attitude; ready, available and willing to get the job done.
• Demonstrate a proactive approach to problem‑solving with strong decision‑making capability.
• Consistently meets deadlines and takes responsibility.
• Highly resourceful team‑player.
• Proven ability to handle confidential information with discretion.
• Adaptable to various competing demands and demonstrated the highest level of client service.
• Demonstrate…