Executive Assistant

Executive Support

• Manage the Global Director's calendar, prioritizing meetings, travel, and strategic activities.
• Coordinate leadership meetings, town halls, workshops, and executive reviews.
• Prepare agendas, meeting materials, presentations, and follow-up action items.
• Screen, prioritize, and manage incoming communications.

Communication & Coordination

• Act as a key liaison between the Global Director and internal/external stakeholders.
• Draft professional communications, announcements, and executive correspondence.
• Coordinate across regions, functions, and leadership teams to ensure alignment on priorities.
• Facilitate communication with senior management, customers and partners.

Travel & Event Management

• Arrange domestic and international travel, including visas, accommodations, transportation, and itineraries.
• Coordinate leadership off-sites, customer visits, workshops, and organizational events.
• Manage travel expense reporting and documentation.

Operational Excellence

• Track leadership action items, organizational initiatives, and key deliverables.
• Support budget administration, purchase requests and departmental documentation.
• Maintain organizational charts, leadership contact lists, and reports.
• Drive efficient administrative processes and continuous improvement initiatives.

Leadership Team Support

• Coordinate Executive Leadership Team (ELT) and Leadership Team meetings.
• Prepare and distribute meeting minutes and action trackers.
• Follow up with stakeholders to ensure completion of commitments and deadlines.
• Assist with talent reviews, organizational announcements, and leadership communications.

Confidentiality & Governance

• Handle highly confidential business and personnel information with discretion.
• Ensure compliance with company policies and data protection requirements.
• Support governance processes and executive reporting requirements.

Job Type: Contractual (This will be a third party contractual)

Qualifications

Education

• Bachelor's degree in Business Administration, Management, Communications or a related field preferred.

Experience

• 5+ years of experience supporting senior executives, directors or vice presidents in a global organization.
• Experience working in a matrixed and multicultural environment.
• Experience supporting engineering, technology, or manufacturing organizations is an advantage.

Skills & Competencies

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities simultaneously.
• High level of professionalism, integrity, and discretion.
• Strong stakeholder management and interpersonal skills.
• Advanced proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, Word).
• Ability to work independently and proactively resolve issues.

Key Success Measures

• Effective calendar and priority management.
• Timely coordination of leadership activities.
• High-quality executive communications.
• Successful execution of travel and events.
• Accurate tracking and closure of leadership action items.
• Strong stakeholder satisfaction and professionalism.

Reporting Relationship

Reports To: Global Director (Direct Administrative Reporting)

Typical Interactions

• Vice Presidents and Directors
• Engineering Leadership Teams
• Human Resources
• Finance
• Customers and External Partners
• Executive Assistants across the organization

#L1 Hybrid Hiring

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