Your mission
As an Executive Assistant, you will play a vital role in supporting our Executive team through effective calendar and email management, proactive meeting planning, and efficient travel coordination. You will independently handle key actions, ensure seamless travel and expense processes, and support project management tasks. Your role includes managing communications, facilitating high-stakes visits, and assisting with event planning. You will liaise with various stakeholders, prepare meeting agendas, and ensure timely follow-up on actions and decisions. Your innovative approach and strong organizational skills will enhance collaboration across the organization. You will report directly to the Head of People.
Your role & responsibilities:
Calendar and Email management
Your role & responsibilities:
Calendar and Email management
- Proactively plan and organize meetings, book rooms, and track attendance for our Executive Team,
- Screen and prioritize emails based on content, aligning with Executives,
- Handle calendar and email actions independently, keeping Executives informed,
- Manage recurring business meetings and coordinate with team members.
- Coordinate travel arrangements, including flights, hotels, and visas.
- Prepare local agendas, presentations, and events in collaboration with internal and external contacts.
- Create Purchase Orders and manage the office supplies budget.
- Assist with planning and follow-up for departmental projects.
- Ensure team members meet project deadlines.
- Sends out departmental announcements and communications
- Acts as first point of contact for general questions and requests from internal and external parties to appointed Executives. Liaise with various stakeholders in the company as well as visitors, customers and/or suppliers/external relations.
- End-to-end responsibility of visitor management Executive team: taking care of more complex and/or high stake visits.
- Support the planning and organization of company events.
- Coordinates and aligns with relevant internal and external stakeholders (E.g. HR, communications, suppliers, guest speakers) regarding availability, IT, presentations, travel.
- Proactively and independently prepares meeting agendas, Takes Minutes of Meetings / time-management / following up on actions & decisions (a.o. arranging speakers; catering if needed).
- Assists in keeping Executives accountable for commitments and helps them and their direct reports complete priority items within the deadline.
- Responsible for regularly creating agenda analyses regarding time spent, signals improvement possibilities and acts upon.
- Anticipates stakeholders' feedback and provides innovative ideas to meet their future needs.
- Works closely with multiple internal stakeholders to enhance collaboration.