Executive Assistant Specialist

About the role

We are seeking a proactive Executive Assistant Specialist to provide high‑level administrative support to senior executives. The role acts as a trusted gatekeeper, ensuring smooth daily operations, effective communication, and seamless coordination of meetings and travel across multiple time zones.

Key responsibilities

• Manage executive calendars, schedule appointments, and coordinate complex travel itineraries, including flights, accommodations, ground transport, and visa requirements.
• Draft and prepare executive‑level correspondence, presentations, reports, and other documents while maintaining confidentiality.
• Organise meeting logistics, prepare agendas, minutes, and presentation materials for internal and external sessions.
• Track and reconcile expenses, generate expense reports, and ensure timely reimbursement.
• Assist in planning corporate events, conferences, retreats, and special projects.
• Conduct research, gather data, and produce executive‑level reports and documentation.
• Maintain organized filing systems for easy retrieval of information.
• Collaborate with the global EA network, covering colleagues as needed.
• Build and sustain positive relationships with internal teams and external stakeholders.
• Handle ad‑hoc tasks such as IT support requests, document signing, and onboarding assistance while safeguarding confidential information.

Required profile

• Bachelor’s degree or equivalent.
• Proven experience providing senior‑level administrative support to executives.
• Excellent organizational skills with the ability to manage multiple priorities and adapt to changing demands.
• Strong written and verbal communication skills, with a high degree of discretion.
• Ability to work independently and collaboratively across global teams.

Required skills

• Advanced calendar and travel management.
• Professional document preparation and formatting.
• Expense reporting and reconciliation.
• Research and data analysis for executive reports.