Executive Assistant

Role Overview

• Provide remote executive and administrative assistance to the CFO and other leaders to ensure efficient team operations.
• Manage complex, global executive calendars; ensure executives are well-informed of upcoming commitments and deadlines.
• Prepare and distribute pre-meeting materials and post-meeting summaries; take notes and track action items as needed.
• Arrange the executive’s policy-compliant, complex, and detailed travel, including flights, hotels, visas, itineraries, and agendas; submit travel expenses in multiple currencies, following established guidelines, and track reimbursements and reports.
• Foster professional, timely communication and collaboration with staff across the organization.
• Process invoices, payments, and corporate credit card expenses in SAP Concur system, monitor office budgets and expenses.
• Assist with staff and contractor hiring processes, preparing agreements, and following up on approvals/signatures, reviewing bios, scheduling interviews, and onboarding meetings.
• Organize and attend team meetings and retreats, contract facilitators, and ensure that pre
• and post-meeting materials are prepared and distributed on time.
• Monitor and respond to incoming general correspondence, email, and invitations in a timely and accurate manner, many of which will be sensitive or confidential.
• Propose process enhancements to improve the administrative functions within the Internet Society.
• Nurture collaboration and be part of a shared pool of administrative support across the Internet Society and the Foundation, and provide back-up as needed for other EAs.

Requirements

• Three to five years of experience supporting top Executives within a global organization.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Ability and willingness to learn new tools and programs, such as DocuSign, Zoom, Smartsheet, Salesforce, Tableau, etc.
• Strong organizational skills: ability to perform and prioritize multiple, constantly changing tasks concurrently with an excellent attention to detail.
• Solid knowledge of handling complex travel for management.
• Excellent time management skills, with a proven ability to meet deadlines.
• Excellent written and verbal communication skills in English.
• Additional languages will be considered a plus.
• Ability to handle confidential information with discretion.
• Commitment to the Internet Society’s mission, values, and objectives.
• Experience working with a globally distributed workforce and the ability to work across time zones.
• Excellent interpersonal skills with the ability to interact positively in a multicultural and multidisciplinary environment.
• Ability to travel if needed and when permitted.

Tech Stack

• Tableau

Benefits

• Generous paid time off and paid public holidays
• Get paid to volunteer in your community!
• Annual company contribution towards professional development or higher education.
• Flexible work-from-home.