The Executive Assistant is an essential link in the chain to assist and co-ordinate activities for three EMEA (Europe, Middle East and Africa) Leaders and deliver outstanding service and support, optimising time and efficiency.
1. Maintain Outlook calendar and recurring meetings, prioritizing appropriately and using judgment in offering solutions to complex scheduling and planning meeting as needed.
2. Serves as a collaborative and thought partner and has frequent contact with other senior leaders within the global organization. Interacts with contractors, consultants and vendors.
3. Proactively handle communication (emails, phone calls); screening telephone inquiries, forwarding messages, redirecting calls, and appropriately responding to urgent inquiries from the corporate office, global sites and executive partners over multiple time zones.
4. Co-ordinate the support and execution of global travel activities: prepare and coordinate travel, including accommodations, and compile, submit, and track expenses accurately and efficiently.
5. Manages highly confidential information and documentation appropriately
6. Takes initiative to plan the upcoming needs of the three leaders and their leadership team. This includes the ability to coordinate & complete departmental operating mechanisms, including structuring and collating timely input of content and format for business reviews with the wider global teams.
7. Provides meeting and event coordination, on and offsite, including reservations and attendee communication, setting up audio and video conferencing, as well as catering and preparation of meeting and program materials. Will be encouraged to travel /attend meetings in a coordinator role (15%-20% of time).
8. Assists with the compilation of data from various sources, coordinate the data in formats to facilitate analysis and presentation.
9. Tracks and helps drive completion of key results, following up on outstanding items.
10. Generates and composes confidential, documents and materials and amend as needed.
11. Acts as information source on departmental and company policies and procedures.
12. Employs innovative, creative and time-tested methods and procedures for duties and assignments and serves as an active member of the administrative organization. Identifies administrative processes requiring improvement and engages process users in improvement efforts.
13. Support colleagues as needed; alignment and coordination with colleagues is critical.
14. Processes invoices and prioritises multiple system requests (expenses, purchase orders, CDAs, open requisitions).