Executive Assistant

Role Overview

• Holds responsibility for performing advanced tactical and strategic administrative support tasks for upper executive-level employees of the organization, and is recognized as the top administrative employee in the department or division.
• Handles advanced administrative duties like key records maintenance, compiling data for reports, preparing expense reports, preparing/editing executive presentations, etc.
• Takes ownership of executives' calendars, scheduling complex meetings, managing conflicts, and prioritizing appointments, preparing detailed meeting agendas, taking minutes, following up on action items, and anticipating and planning for future scheduling needs.
• Acts as a gatekeeper, screening and prioritizing phone calls and emails, and responds to routine inquiries and drafts responses on behalf of executives.
• Manages all aspects of executive travel, including international trips, visa applications, and managing travel budgets, and addresses last-minute changes and emergencies.
• Handles sensitive and confidential information with discretion and maintains strict confidentiality protocols.
• Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and prepares presentations with relevant insights for the executives.
• Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.
• Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.
• Supervises entry-level executive assistants or administrative support staff of the administrative services department.

Requirements

• High School Diploma/Higher Secondary education or commensurate work experience or demonstrated competence.
• 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.
• Strong administrative support skills: Calendar Management, Event Planning, taking Meeting Minutes, Workflow management
• Finance support: Expense Reports, Invoicing, Office Supply Management, Purchasing
• Travel Arrangements: SAP Concur (Travel And Invoice Software) knowledge would be a big advantage
• Knowledge of MS office suite including Microsoft SharePoint

Benefits

• Health insurance for the employees and their closest family
• Employee assistance program
• Employee purchase program
• Multisport card
• Life insurance
• Flex-time arrangements and work from home opportunities
• Trainings and opportunities for personal development or advancement within the company
• Recognition programs
• Employee Capital Plans (PPK)
• Employee Pension Scheme (PPE)