Executive Assistant

Executive Assistant

You will play a key role in enabling effective prioritization, scheduling, and execution while supporting the overall efficiency of the organization.

Key Responsibilities:

• 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.

• Handle expense reporting, invoices, purchase orders, and budget tracking.
• Support resource planning, headcount management, and operational tracking as required.

• 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.

• 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.

• 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