Executive Assistant

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Job Category
Corporate Functions

Job Details

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Job Description Summary

Position Overview: We are seeking an experienced and proactive Executive Assistant to provide high-level administrative support to the Vice President (VP) of our Professional Services function. The ideal candidate will be highly organized, detail-oriented, and capable of managing complex schedules and priorities in a fast-paced environment.

Key Responsibilities

1. Executive Support

• Manage complex calendars, scheduling internal and external meetings across time zones
• Coordinate travel arrangements (flights, accommodation, visas, itineraries)
• Prepare meeting agendas, presentations, briefing documents, and follow-ups
• Track action items and ensure timely completion
• Manage confidential information with discretion
• Screen and prioritise incoming communications

• Organise customer visits end-to-end (agenda, logistics, catering, room bookings, materials)
• Coordinate cross-functional participation for executive briefings
• Prepare briefing packs and background materials
• Act as point of contact during on-site customer engagements
• Ensure a professional, high-impact visitor experience

• As the VP also serves as Local Hub Leader, the EA will:
• Plan and execute internal events (town halls, team offsites, leadership meetings)
• Coordinate local employee engagement initiatives
• Manage venue bookings, catering, vendors, and logistics
• Support budgeting and vendor management for events
• Partner with HR and internal communications on engagement activities

• Assist with procurement requests, expense reports, and budget tracking
• Support onboarding coordination for new hires in Professional Services
• Maintain documentation and shared drives
• Help track team KPIs, reporting dashboards, and operational metrics
• Liaise with facilities, IT, and HR for hub-related needs

• Bachelor's degree preferred, or equivalent practical experience.
• Proven experience as an executive assistant or similar role supporting C-level executives.
• Strong organizational and time-management skills, with the ability to prioritize tasks and handle multiple deadlines.
• Excellent verbal and written communication skills, with a keen attention to detail.
• Proficiency in Office (Google Sheets, Word, Excel, PowerPoint, Slack) and other relevant software applications.
• Ability to maintain confidentiality and exercise sound judgment and discretion.
• Professional demeanour and the ability to interact comfortably with executives, clients, and stakeholders at all levels.