Executive Assistant

Why you’re here:

As the Executive Assistant, you play a pivotal role in supporting the CEO, by enabling them to perform at their highest level. You’ll provide professional, confidential, and strategic support to the Executive Team, while collaborating with colleagues to ensure seamless operations and successful delivery of projects and events. Your contributions will be instrumental in driving efficiency and maintaining a positive and productive environment.

What you’re responsible for:

• Managing the Executive’s diary, appointments, and emails, ensuring effective time management.
• Anticipating needs and preparing documents and materials for meetings.
• Organizing, coordinating, and budgeting for events and team activities.
• Booking and coordinating all travel arrangements for the Exec.
• Drafting, reviewing, and finalizing documents and presentations for internal and external stakeholders.
• Maintaining confidentiality while handling sensitive information.
• Acting as a key point of contact for internal and external stakeholders, representing the Exec with professionalism and integrity.
• Building and maintaining effective relationships with clients, vendors, and business partners.
• Supporting communication and collaboration across disciplines, teams, and geographies.
• Implementing and maintaining effective administrative processes to streamline operations.
• Assisting with the preparation and coordination of reports, board papers, and meeting materials.
• Accurately recording and distributing meeting minutes and tracking actions to completion.
• Monitoring and managing key vendor relationships to ensure quality service and cost-effectiveness.
• Identifying risks and implementing solutions while operating in compliance with ethical and business practices.
• Collaborating on and assisting with complex, strategic projects.
• Supporting cross-functional initiatives and corporate events to align with business objectives.
• Handle all studio-based ordering, including and not limited to pantry items, office supplies, team lunches, etc.

How we’ll measure it:

• Presentations and documents are prepared with accuracy, professionalism, and delivered on time.
• The Exec’s diary is managed effectively, with key priorities identified and escalated as needed.
• Meetings, events, and travel arrangements are executed seamlessly and within budget.
• Internal and external stakeholders consistently experience professionalism and proactive communication.
• Effective vendor relationships are maintained, with services delivered on time and within budget.
• Administrative processes are implemented successfully, improving efficiency and adding value to the organization.
• Reports, meeting minutes, and action tracking are accurate and timely.
• A strong culture of collaboration and trust is fostered within the team and across functions.

Your experience & skills:

• Extensive experience supporting senior executives (e.g., CEO, CHRO, COO, CFO) in a fast-paced and complex environment.
• Demonstrated ability to manage travel bookings, expenses, and diaries efficiently.
• Experience in preparing board papers, financial documents, and accurate meeting minutes.
• Exceptional time management and the ability to prioritize and juggle multiple tasks.
• Strong financial and budgetary acumen.
• Familiarity with global time zones and cultural awareness in a multinational setting.
• Proven ability to build trust and foster effective relationships with senior leaders, clients, and teams.
• Clear and effective communication skills, with an emphasis on professionalism and impact.
• Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• A fast learner who can adapt to new technologies and processes.
• High emotional intelligence, discretion, and professionalism in handling sensitive information.
• Resilient under pressure with the ability to thrive in a dynamic and fast-paced environment.
• A proactive mindset, with the ability to anticipate needs and resolve issues independently.
• Strong attention to detail and a commitment to delivering high-quality work.