Executive Assistant

Job Description

We are seeking a highly organized, proactive, and technology-savvy Executive Assistant to provide primary executive support to the Senior Director and administrative and operational support to designated members of the International Tax team. The successful candidate will serve as a trusted partner who can effectively manage executive priorities, coordinate complex cross-functional activities, and use modern digital tools, including AI-enabled productivity solutions, to drive operational excellence.

The position requires sound judgment, discretion, and the ability to operate effectively in a fast-paced global environment. The role supports activities across multiple regions and functions and requires strong organizational, communication, stakeholder management and project coordination capabilities.

• Manage a complex and dynamic executive calendar, including prioritization of meetings, and scheduling across multiple time zones.
• Coordinate domestic and international travel arrangements, including itineraries, logistics and supporting documentation.
• Prepare meeting agendas, briefing materials, presentations, and executive summaries.
• Support departmental budget administration, including vendor setup, raising purchase requisitions, and invoice and cost tracking.
• Maintain action-item trackers and monitor progress against commitments and deadlines.
• Support planning and coordination of key initiatives, projects, and organizational activities.
• Maintain accurate and organized records in accordance with applicable company policies, information-management requirements, access controls, and confidentiality expectations.
• Utilize Microsoft 365 applications, including Outlook, Teams, SharePoint, PowerPoint, Excel, and Copilot to support efficient operations.
• Identify opportunities to streamline administrative and operational processes through automation and digital solutions.
• Support adoption of approved AI-enabled productivity tools while maintaining appropriate governance and quality controls.
• Continuously improve team workflows and administrative processes to enhance effectiveness and efficiency.
• Build strong working relationships across global regions and functions.
• Coordinate interactions with external service providers, consultants, and professional advisors as needed.
• Handle highly confidential information with discretion and professionalism.
• Respond to routine inquiries and exercise judgment in resolving or appropriately escalating complex matters.

Qualifications and Competencies

Required

• Diploma or higher qualification in Business Administration, Management, Secretarial or Administrative Studies, or related discipline, or equivalent relevant experience.
• Minimum of 6 years of relevant administrative or executive support experience, including at least 3 years supporting senior leaders in a multinational organization.
• Demonstrated ability to support leaders with regional or global responsibilities.
• Advanced proficiency in Microsoft 365 applications, including Outlook, Teams, PowerPoint, Excel, Word, SharePoint, and OneDrive. Experience with Microsoft Copilot or other AI-enabled productivity tools is preferred.
• Experience using Microsoft Copilot or other approved AI-enabled productivity tools.
• Excellent written and verbal communication skills in English.
• Exceptional organizational and time-management skills, with ability to manage competing priorities and perform effectively under pressure.
• High standards of professionalism, integrity, and discretion.
• Strong business judgment and problem-solving ability, attention to detail, and execution discipline.
• Effective stakeholder and relationship management skills across functions, regions, and organizational levels.
• Adaptability and commitment to continuous improvement and operational excellence.

Preferred

• Proficiency in Mandarin Chinese.
• Experience with Oracle and Concur or demonstrated ability to learn new enterprise systems quickly.
• Familiarity with project management practices and tools.
• Experience supporting Tax, Finance, Legal or another corporate function in a multinational organization.