Executive Assistant

Position Overview

The Executive Assistant (EA) will provide comprehensive administrative and operational support to the Global Director, requiring utmost professionalism, confidentiality, and organizational acumen. This pivotal role entails collaboration with global teams, senior leaders, clients, and external parties to facilitate effective communication, schedule management, and strategic initiatives.

Key Duties

• Oversee the Global Director's calendar by prioritizing meetings, travel arrangements, and strategic engagements.
• Organize leadership meetings, town halls, workshops, and executive review sessions.
• Develop meeting agendas, prepare presentation materials, and follow up on action items.
• Filter and manage all incoming communications.
• Serve as a vital liaison between the Global Director and internal/external stakeholders to ensure seamless coordination.
• Compose executive correspondence, professional announcements, and various communications.
• Align regional, functional, and leadership teams on priorities through effective coordination.
• Manage domestic and international travel logistics including visas, accommodation, transportation, and itineraries.
• Plan leadership off-sites, customer visits, workshops, and other organizational events.
• Handle travel expense documentation and reporting.
• Monitor leadership action plans, departmental initiatives, and critical deliverables.
• Assist with budget oversight, purchase requests, and documentation maintenance.
• Maintain updated organizational charts, contact lists, and reports.
• Enhance administrative workflows through continuous process improvements.
• Coordinate Executive Leadership Team and Leadership Team meetings, including preparing minutes and tracking action items.
• Ensure completion of commitments by following up with stakeholders.
• Support talent review processes, organizational communications, and leadership announcements.
• Protect highly sensitive business and personal information with strict discretion.
• Ensure compliance with corporate policies and data protection standards.
• Assist in governance practices and executive reporting processes.

Qualifications

• Bachelor’s degree in Business Administration, Management, Communications, or related fields is preferred.
• Minimum of five years’ experience supporting senior executives, preferably in global or matrixed organizations.
• Experience working within multicultural and cross-functional environments.
• Background in engineering, technology, or manufacturing sectors is advantageous.
• Advanced skills in Microsoft 365 applications including Outlook, Teams, PowerPoint, Excel, and Word.
• Exceptional organizational skills with ability to manage multiple priorities effectively.
• Strong written and verbal communication aptitude.
• Integrity, professionalism, and high discretion in managing confidential information.
• Proactive problem-solving skills and ability to work independently.
• Excellent stakeholder management and interpersonal capabilities.

Performance Indicators

• Efficient management of calendar and scheduling priorities.
• Timely and well-coordinated leadership events and meetings.
• Production of high-quality executive communications.
• Flawless execution of travel and event arrangements.
• Accurate monitoring and closure of leadership actions.
• Maintaining positive stakeholder relationships and professionalism.

Reporting & Interaction

• Reporting directly to the Global Director.
• Regular interaction with Vice Presidents, Directors, Engineering Leadership Teams, HR, Finance, customers, partners, and other Executive Assistants.

Additional Information

This role operates under strict privacy and governance terms. Applicants must review and accept the company's privacy policies. Candidates are advised to exercise caution against employment scams, safeguarding personal information and verifying opportunities through official company channels.