Executive Assistant

• Manage complex calendars, prioritizing competing demands and ensuring executives' time is optimized against critical business objectives. 

• Act as a trusted advisor, proactively identifying scheduling conflicts, prioritization challenges, and opportunities to improve executive efficiency. 

• Prepare executives for meetings, business reviews, leadership forums, and customer interactions through briefing materials, agendas, and follow-up actions. 

• Serve as a primary point of contact for internal and external stakeholders, exercising sound judgment and professionalism. 

• Coordinate domestic and international travel arrangements, ensuring seamless logistics and adherence to company policies and leader travel preferences. 

Project Management & Business Operations 

• Lead and coordinate cross-functional projects on behalf of executives, ensuring milestones, deliverables, and timelines remain on track. Projects include leadership team presentations and team slide contributions. 

• Establish project plans, monitor progress, facilitate follow-up actions, and escalate risks when appropriate. 

• Drive accountability across stakeholders by tracking commitments, action items, and project outcomes. 

• Partner with HR, Finance, Commercial, and Corporate Functions teams to support organizational initiatives and leadership priorities. 

• Coordinate leadership meetings, operating reviews, team offsites, and strategic planning sessions. 

Technology & Process Optimization 

• Leverage technology and automation tools to streamline administrative and business processes, including execution of all business processes in Workday on behalf of executives (i.e. expense reports, job requisition approvals) 

• Demonstrate expertise in Microsoft 365 applications including Outlook, Teams, PowerPoint, Excel, SharePoint, OneNote, Copilot, and other collaboration platforms. 

• Identify opportunities to improve workflows through automation, AI-enabled capabilities, and process redesign. 

• Maintain and organize digital files, shared resources, meeting documentation, and project repositories. 

• Support virtual, hybrid, and in-person leadership events utilizing advanced technology solutions. 

Meeting & Governance Management 

• Plan and coordinate executive leadership meetings, preparing agendas, materials, and meeting logistics. 

• Capture meeting outcomes, decisions, and action items while ensuring timely follow-up and execution. 

• Support governance processes, leadership routines, and operational cadences. 

• Coordinate confidential leadership discussions and sensitive personnel matters with discretion. 

Stakeholder & Relationship Management 

• Build strong working relationships across all organizational levels. 

• Interface effectively with senior leaders, board-level stakeholders, customers, and external partners. 

• Represent the executives with professionalism, responsiveness, and a customer-focused mindset. 

• Anticipate stakeholder needs and proactively resolve issues before escalation occurs. 

Qualifications 

• Bachelor's degree preferred or equivalent combination of education and experience. 

• 5+ years supporting senior executives, preferably VP, SVP, CHRO, COO, or C-suite leaders. 

• Demonstrated experience managing complex executive calendars and competing priorities. 

• Proven project management experience coordinating multiple initiatives simultaneously. 

• Exceptional written, verbal, and interpersonal communication skills. 

• Advanced Microsoft Office and Microsoft 365 proficiency. 

• Experience working with executive-level presentations, data reporting, and business communications. 

• Strong organizational skills and meticulous attention to detail. 

• Ability to handle highly confidential and sensitive information with discretion. 

Preferred Qualifications 

• Experience supporting HR, Commercial, Corporate Functions, or Global Business Services leaders. 

• Exposure to organizational change, transformation initiatives, or mergers and acquisitions environments. 

• Experience working in a global, matrixed organization. 

Leadership Competencies 

Proactive Leadership 

• Anticipates needs before they arise. 

• Identifies potential issues and develops solutions independently. 

• Demonstrates ownership and accountability for outcomes
   

Business Acumen 

• Understands organizational priorities and strategic objectives. 

• Connects daily activities to broader business goals. 

• Exercises strong judgment and decision-making. 

Project Management Excellence 

• Successfully manages multiple priorities and stakeholders. 

• Drives execution while maintaining attention to detail. 

• Delivers results under tight timelines. 

Technology Savvy 

• Embraces emerging technologies and AI-enabled tools. 

• Continuously seeks opportunities to simplify and automate work. 

• Learns new systems quickly and effectively. 

Executive Presence 

• Maintains professionalism and credibility at all levels. 

• Demonstrates confidence, diplomacy, and discretion. 

• Communicates effectively with senior leadership and external partners.