Description

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

2. Customer & Executive Visit Coordination

• 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

3. Event Planning & Hub Leadership Support

• 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

4. Administrative & Operational Support

• 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

Qualifications:

• 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.