Position Overview:

We are hiring an Executive Assistant to provide support to the Global VP, Sales Strategy and Excellence Lead. Acting as a trusted facilitator and liaison for the team, the executive assistant manages a wide range of responsibilities while handling sensitive and confidential information with the utmost discretion. The Executive Assistant exercises sound judgment and takes a proactive approach to anticipate needs, address potential challenges, and ensure the efficient day-to-day functioning of the office and leadership team.

This role can be based anywhere in the UK/Europe.

Responsibilities

• Manage and maintain calendars, managing conflicts and impacts

• Partner with team and Chief of Staff as needed to research and proactively prepare agendas and meeting materials, document meeting minutes, track action items, and communicate status

• Schedule, plan, and coordinate events and meetings onsite and offsite, including research and preparation of meeting materials

• Ensure meeting attendees have appropriate information (including directions and maps)

• May track action items and communicate status

• Maintain confidential material related to employees and company operations

• Partner with HR business partner to coordinate new hire processing and team on-boarding

• Works closely with Corporate Travel to schedule and change itineraries

• May research and apply for travel visas. In some cases, may travel with executive(s)

• Plan and coordinate virtual and in-person events and meetings on and offsite, including preparation of meeting materials, logistics, venue, activities, and food

• Work with our Executive Comms Manager and Chief of Staff to plan out and execute All Hands Meetings, Manager Calls, and organization wide communications

• Develop and maintains positive working relationships with staff, internal departments, and outside parties, including high-level contacts of a sensitive nature to effectively coordinate

• activities and collaborate on special projects

• Collaborate seamlessly with other executive team admins to execute on scheduling meetings and coordinate company-wide events

• Coordinate new hire processing

• May track expenditures related to employee rewards programs or coordinate and compile feedback for performance reviews

• May maintain email aliases, Slack channels, distribution lists and shared directories, including maintaining permissions

• Manages information by organizing and tracking on databases to synthesize and generate reports

• Organize quarterly All Hands meeting in person and via zoom webinar

• Tracks executive expenses and generates expense reports

• Monitors purchasing software system notifications and approves on behalf of executive if appropriate

• Works with Accounts Payable to ensure department bills are paid in a timely manner

• May serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management

• May manage budget and departmental costs, including reclassifications as necessary

• Drafts letters, memos, and emails

• Responsible for general office administration tasks (filing, copying, etc.)

• May work with Facilities department to coordinate space planning for division or business unit

• Creates presentations and maintains organization charts

• May be responsible for maintaining and updating websites, including building or redesigning pages
  

Minimum Qualifications

• 6+ years of experience supporting senior executives, ideally at VP level or higher within global or cross-functional organizations

• Demonstrated ability to manage complex executive calendars, global travel, and leadership meeting logistics across multiple time zones

• Experience supporting strategic or operational leadership teams in fast-paced, high-growth environments

• Proven ability to prioritize competing demands, manage confidential information, and exercise sound judgment in a dynamic environment

• Strong project coordination skills with the ability to anticipate needs, proactively solve problems, and keep executives and teams organized and on track

• Proficiency with Microsoft Office Suite, Microsoft Teams, SharePoint, Slack, and modern collaboration tools

• Excellent written and verbal communication skills with the ability to interact professionally across all levels of the organization

• Strong organizational skills with exceptional attention to detail and follow-through

• Ability to work effectively across global teams and time zones

• Ability to travel occasionally to internal meetings, leadership offsites, or team events as needed

The Ideal Candidate

You thrive in a strategic executive environment where organization, foresight, and partnership make leaders more effective.

You are proactive and resourceful
You anticipate needs before they arise and take initiative to solve problems, improve processes, and keep priorities moving forward.

You are highly organized and detail-oriented
You can manage complex calendars, travel, leadership meetings, and confidential information while keeping everything running smoothly.

You are a trusted partner to executives
You build strong relationships and operate with discretion, professionalism, and sound judgment when handling sensitive matters.

You collaborate effectively across teams
You enjoy working with people across functions and levels and help connect teams to ensure coordination and alignment.

You excel at juggling priorities
You can manage multiple responsibilities simultaneously, prioritize effectively, and maintain composure in a fast-paced environment.

You are adaptable and solutions-oriented
You are comfortable with change, learn new tools quickly, and step in wherever needed to support the success of the team.

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