Executive Assistant

Role Summary
Trusted operational and strategic partner to senior leadership, providing executive support, project coordination, and communication management across executive-level initiatives. Requires strong judgment, discretion, and the ability to anticipate needs, solve problems independently, and shift smoothly between priorities as needs change.

Core Responsibilities

Executive Operations & Administration

o   Manage executive travel, expenses, approvals, and reimbursements in compliance with internal and accounting guidelines.

o   Coordinate complex scheduling, logistics, and personal support for SVPs across global locations.

o   Act as a confidential, trusted point of support for other senior leadership while traveling.

o   Work closely with Operations, IT, MarComm, BI, and other internal teams depending on needs.

o   Be tech-savvy and comfortable with meeting infrastructure and internal systems, meeting scheduling, navigating many company platforms, and maintaining secure access to the tools and logins that SVPs rely on daily (websites, apps, profiles, etc.).

Travel, Events & Hospitality

o   Plan and execute SVP and team travel, dinners, happy hours, office lunches, or events ranging from 20–150+ attendees—establishing inclusive (and fun!) environments that account for preferences, accessibility, and group dynamics.

o   Source venues, manage vendors, negotiate pricing, and maintain budgets for internal summits and social events, sometimes with little notice and in other countries.

o   Demonstrate strong social range when communicating—from C-suite leaders to hospitality staff—using best judgment to resolve issues while remaining positive and approachable. 😊

Presentations & Executive Communications

o   Develop, format, and refine executive presentations for audiences ranging from small leadership teams to department-wide meetings (500+ attendees).

o   Partner with SVPs to structure messaging, clarify narratives, and tailor content by audience.

o   Collect and standardize slide content across teams, ensuring brand and visual consistency.

Special Projects & Cross-Functional Support

o   Work within the Special Projects team to support internal initiatives, including escalation tracking for at-risk accounts, meeting coordination, note-taking, and follow-ups.

o   Build and maintain trackers, spreadsheets, and dashboards used for leadership reporting and decision-making.

o   Partner with team members to manage global Core Value Bonus logistics and distribution.

Team Culture & Gifting

o   Coordinate global gifting, donations, and recognition initiatives by researching and recommending thoughtful, culturally appropriate options based on individual personalities, regional norms, and payment availability per country.

o   Act as an observer of team culture, sharing candid, practical feedback to support decision-making while ultimately respecting leadership judgment and final direction.

Leadership Partnership

o   Anticipate needs by understanding different SVP leadership styles, priorities, and context.

o   Provide discreet personal and life-management support for SVPs as needed, including appointments, travel logistics, ad hoc health or financial coordination, and hiring assistance.

o   Handle time-sensitive requests with urgency, sound judgment, and confidentiality.

o   Ask questions to understand the “why” and offer solutions proactively, while serving as a trusted sounding board.

Key Strengths

• Executive judgment and confidentiality                      

• Anticipatory problem-solving and resourcefulness

• Cross-functional coordination with adaptability

• High emotional intelligence

• Clear visual and written communication