Executive Assistant (m/f/d)

Tasks :

• Provide comprehensive administrative support, including proactive calendar management, meeting prioritization, and coordination across multiple time zones.
• Manage complex travel arrangements and itineraries for international business trips; ensure accurate submission of expenses, reconciliations, and compliance with company travel policies.
• Organize and facilitate internal and external meetings: scheduling, agenda preparation, briefing materials, technology setup, follow up actions, and maintenance of shared workspaces.
• Facilitate onboarding activities for new team members, ensuring smooth integration into tools, systems, and team processes.
• Maintain and improve digital collaboration environments (SharePoint, shared drives, departmental hubs), ensuring information is structured, current, and accessible
• Act as the central point of contact for record management, archiving, contract routing, document control, and compliance with internal policies and standard operating procedures.
• Coordinate cross functional projects and initiatives: track timelines, follow up on deliverables, prepare project documentation, and ensure milestones are met.
• Support department operations, including procurement activities (raising purchase orders, managing vendor onboarding, and monitoring budget spend).
• Liaise with internal IT and external suppliers for device setup, access requests, software onboarding, troubleshooting, and technology logistics for hybrid meetings.
• Support the creation of presentations, dashboards, and documents using PowerPoint, Excel, and other digital tools; ensure visual consistency and executive ready formatting.
• Serve as a professional point of contact for internal and external stakeholders, coordinating information flow and representing the executives with discretion.
• Prepare communications, meeting summaries, and follow up notes as required; ensure clear alignment and timely dissemination of information across global, regional, and local teams.
• Oversee hospitality for visitors, contributing to a professional, inclusive, and welcoming environment.

Qualification:

• Minimum 5+ years of experience in an executive support or business administration role within an international environment.
• Advanced proficiency with Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint) and strong capability with digital collaboration tools.
• Excellent written and verbal communication skills in English; additional European languages are an asset.
• Demonstrated experience in project coordination, stakeholder management, and supporting senior level executives.
• Exceptional organizational skills with the ability to manage multiple priorities under pressure while maintaining accuracy and attention to detail.
• Strong interpersonal skills, with a collaborative mindset and the ability to work effectively across cultures and teams.
• Proactive, solution oriented, and adaptable, with a high degree of professionalism and confidentiality.

Requirements: