Provide top-level administrative support to executives, managing complex calendars, scheduling meetings, and coordinating travel arrangements.
Prepare, edit, and ensure the accuracy and professionalism of documents, presentations, and reports (updating of organization charts, publications, newsletters)
Serve as the main point of contact for internal and external stakeholders, handling inquiries and representing the executive team with professionalism.
Manage confidential information, maintaining its integrity and accessibility while upholding the highest level of confidentiality.
Proactively prepare and distribute materials for executive-level meetings.
Conduct research, gather data, and provide valuable insights to support decision-making.
Coordinate and oversee special projects, collaborating with cross-functional teams and external partners.
Manage incoming communications, responding promptly and effectively.
Assist in budget management and expense tracking, ensuring compliance and providing detailed reports.
Identify opportunities for process improvement and implement solutions to streamline workflows.
Foster positive working relationships, acting as a liaison between executives and staff members to promote effective communication and collaboration.
Sample Tasks
Distribution List Maintenance
Ensure adherence to compliance requirements (e.g. training credits)
Maintenance of intranet pages
License monitoring
Qualifications
Requirements
Bachelor's degree in a relevant field or equivalent work experience.
At least 7 years relevant experience in administrative support roles preferred.
At least 3 years relevant experience in executive administrative support roles preferred.
Proficient computer skills, including MS Office (Word, Excel, PowerPoint).
Able to work in a hybrid scenario (onsite and work from home), and work with others in a hybrid scenario
Can work in different shifts (APAC, EMEA, North America) and can work with others in different shifts
Proven experience in high-level administrative roles, supporting senior executives or leadership-level personnel.
Exceptional organizational and time management skills in fast-paced environments.
Excellent written and verbal communication skills, with keen attention to detail and polished document production.
Advanced proficiency in Microsoft Office suite and collaboration platforms.
Discreet handling of highly confidential information with unwavering professionalism.
Strong problem-solving and proactive decision-making abilities.
Outstanding interpersonal skills for confident interaction with stakeholders at all levels.
Flexibility to adapt and work independently with minimal supervision.
Demonstrated professionalism, integrity, and confidentiality
