Executive Assistant, Global Brands
- Maintain and coordinate complex executive calendars, scheduling meetings across time zones.
- Anticipate scheduling needs, including blocking time for preparation and follow-ups to optimize leaders' time.
- Proactively resolve scheduling conflicts and prioritize appointments based on business needs.
- Maintain vacation schedule for leader and staff, ensuring proper coverage throughout the year.
- Screen incoming calls, relay detailed messages.
- Arrange domestic and international travel, including flights, accommodations, visas, ground transportation and logistics.
- Prepare detailed itineraries and meeting schedules.
- Troubleshoot last-minute changes with appropriate resolution and follow up as needed.
- Track executives travel patterns, being available in case of issues and proactively suggesting time savings options.
- Prepare, process, and reconcile expense reports in a timely manner.
- Coordinate meeting logistics, including conference room reservations and setup, AV equipment, catering, document preparation, distribution of materials, etc., as needed
- Organize agendas, compile necessary documents in advance, and provide materials for meetings.
- Attend meetings, take detailed notes, and track action items for follow-up.
- Set up high level meetings with senior management and/or across several different time zones.
- Serve as the point of contact for internal and external stakeholders.
- Coordinate office activities and operations to ensure the office environment runs smoothly and productively.
- Coordinate onboarding for new hires, including system access, workspace setup, and orientation materials.
- Handle the ordering, budgeting and management of office supplies and equipment.
- Process vendor invoices and maintain budget tracking as required.
- Review all mail delivered to office.
- Draft, proofread, and edit confidential correspondence, reports, plans and PowerPoint presentations.
- Ensure timely communication between executives and stakeholders.
- Answer email in a timely manner, including after-hours and on weekends as needed.
- Assist with special projects and initiatives as assigned, including some personal support for Executive.
- Plan and execute team events, celebrations, and off-site meetings.
- Flexibility in schedule with early start and late hours when required based on business demand.
- Collaborate with other administrative support for larger events and ensure seamless execution.
- Minimum of 10 years of experience supporting senior executives in a fast-paced environment within a multinational company.
- Proven experience executing a wide range of administrative tasks with excellence.
- Strong organizational and time-management skills, with the ability to handle multiple priorities effectively.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with tools like SAP, Concur, and SharePoint.
- Excellent verbal and written communication skills with attention to detail.
- Results oriented with the ability to complete assignments in a timely manner.
- Proven ability to work independently, exercise sound judgment, and maintain confidentiality.
- Exceptional interpersonal skills and the ability to build relationships across all levels of the organization.
- High degree of professionalism and discretion in handling sensitive information.
- Proactive problem-solving skills and the ability to anticipate needs.
- Flexibility and adaptability to changing demands and priorities.
- Bachelor's degree strongly preferred; high school diploma or equivalent required.
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