Executive Assistant

Descripción del puesto:

Overview

The People Operations Sr Coordinator role is based on the professional provision of services called Shared Support I and II. This is a type of Executive Support Service provided to all Executives at levels LG2-LG3 in EMEA and focuses on comprehensive support including calendar management, business travel management, expense settlement and team event organization. The service is provided on a 1:5 or 1:4 ratio, which means that one Executive Assistant assists 5 or 4 Executives from EMEA region.

Responsibilities

Manage end-to-end executive calendars with autonomy, prioritization, and confidentiality
Provide complete ownership of complex calendars for Executives (LG2-LG3), including priority management, conflict resolution, proactive re-scheduling, allocation of focus/buffer time, and seamless integration of travel plans. Handle confidential meetings and collaborate closely with executive teams to ensure alignment with business needs, applying the FASE Method® in daily decisions.
Decision authority: Decide / Execute
Impacted groups: Executives (LG2-LG3), functional leadership teams, project teams, meeting organizers

Coordinate business travel and provide operational support throughout the entire travel cycle
Independently plan, book, and coordinate travel in Egencia-including flights, hotels, trains, car rentals, and ground transport-based on executive preferences. Conduct check-ins, support urgent changes, and ensure real-time problem solving during disruptions. Manage all related documentation including VISA requests, invitation letters.
Decision authority: Execute / Consult
Impacted groups: Executives (LG2-LG3), Travel & Expense teams, Global Security, external travel vendors

Process, reconcile, and manage expense reports with accuracy, compliance, and timeliness
Complete end-to-end expense settlements in Concur, ensure timely invoice processing, maintain compliance with internal policies, and support executives in resolving discrepancies.
Decision authority: Execute / Inform / Consult
Impacted groups: Executives (LG2-LG3), Finance teams, T&E Compliance, Accounts Payable

Plan, coordinate, and execute meetings and events across EMEA
Organize on-site and virtual events for Executives, including agenda development, reservations, technology coordination, and logistics planning. Arrange access cards, venue bookings, room scheduling, and support local office requirements to ensure high-quality execution of events.
Decision authority: Plan / Execute
Impacted groups: Executives (LG2-LG3), Executive's teams, Office Administrators, Facilities/Workplace teams, event participants

Maintain strict confidentiality and exercise mature judgment in handling sensitive information
Ensure high discretion when exposed to strategy documents, organizational decisions, personnel matters, and confidential communications. Demonstrate maturity and professional judgment in all interactions with LG2-LG3 leaders and cross-functional stakeholders.
Decision authority: Decide / Execute
Impacted groups: Executives (LG2-LG3), Executive's teams, HR Business Partners, project teams, internal stakeholders

Provide technical and administrative support using Outlook, Egencia, Concur, and related tools
Use ESS tools effectively to support daily operations, take appropriate actions based on request type, and provide accurate, timely administrative support in accordance with the ESS Service Catalog.
Decision authority: Execute
Impacted groups: Executives (LG2-LG3), ESS team, Travel & Expense teams

Ensure consistent execution of Executive Support standards across the supported Business Unit/Function
Coordinate with peers to maintain aligned priorities, consistent workflows, and standard service levels across the BU/Function. Support the ESS operating model and contribute to smooth collaboration across administrative roles.
Decision authority: Consult / Execute
Impacted groups: Executives (LG2-LG3), Executive Assistants, ESS team, functional leadership, cross-functional stakeholders

Support preparation and coordination of meetings, materials, and information flow
Assist in preparing meeting materials, agendas, briefings, and required documents; ensure timely communication and coordination with internal partners to maintain smooth operational flow.
Decision authority: Execute / Inform
Impacted groups: Executives (LG2-LG3), project teams, cross-functional collaborators

Qualifications

Key Skills/Experience Required
* 1-3 years of proven Executive Support or similar operational experience
* Fluent English (and additional language if applicable) with strong communication skills
* Demonstrated ability to use initiative, work proactively and adapt quickly to a constantly changing environment
* Demonstrated ability to independently manage complex calendars and travel arrangements
* Advanced MS Office skills (Excel, PowerPoint, Outlook)
* Knowledge of main Executive Support Service tools (Egencia, Concur, Outlook)
* Ability to anticipate needs and take proactive action without direct instruction
* Willingness to learn, "Can do" attitude and a willingness for undertaking significant challenges
* Excellent prioritization and workload management in multi-executive setup
* High level of discretion and professional maturity in handling confidential matters
* Process-oriented mindset with continuous improvement approach
* Capability to mentor new joiners (Buddy role) and share knowledge within the team
* Ownership mindset with accountability for service quality, SLA and KPI delivery
* Tact, diplomacy, ability to cooperate with senior executives
* Ability to adhere to established rules and the Service Catalog
Differentiating Competencies Required
* Advanced problem-solving skills with ability to handle complex situations independently
* Fluent English with strong written and verbal executive-level communication, additional languages a plus
* Advanced proficiency in ESS tools (Egencia, Concur, Outlook)
* Proactive, solution-oriented mindset with ownership in high-pressure environments and situations
* Strong executive management skills with ability to confidently collaborate with senior executives
* Ability to anticipate risks, propose alternatives and act without escalation
Act as a knowledge resource within the team, proactively offering guidance and support to peers to maintain high service standards

For the purpose of ensuring informed and transparent negotiations, those who advance to the interview stage will be provided with information regarding the initial level of remuneration for the position. During the interview, any questions will be addressed and additional information on the process provided.

Manage end-to-end executive calendars with autonomy, prioritization, and confidentiality
Provide complete ownership of complex calendars for Executives (LG2-LG3), including priority management, conflict resolution, proactive re-scheduling, allocation of focus/buffer time, and seamless integration of travel plans. Handle confidential meetings and collaborate closely with executive teams to ensure alignment with business needs, applying the FASE Method® in daily decisions.
Decision authority: Decide / Execute
Impacted groups: Executives (LG2-LG3), functional leadership teams, project teams, meeting organizers

Coordinate business travel and provide operational support throughout the entire travel cycle
Independently plan, book, and coordinate travel in Egencia-including flights, hotels, trains, car rentals, and ground transport-based on executive preferences. Conduct check-ins, support urgent changes, and ensure real-time problem solving during disruptions. Manage all related documentation including VISA requests, invitation letters.
Decision authority: Execute / Consult
Impacted groups: Executives (LG2-LG3), Travel & Expense teams, Global Security, external travel vendors

Process, reconcile, and manage expense reports with accuracy, compliance, and timeliness
Complete end-to-end expense settlements in Concur, ensure timely invoice processing, maintain compliance with internal policies, and support executives in resolving discrepancies.
Decision authority: Execute / Inform / Consult
Impacted groups: Executives (LG2-LG3), Finance teams, T&E Compliance, Accounts Payable

Plan, coordinate, and execute meetings and events across EMEA
Organize on-site and virtual events for Executives, including agenda development, reservations, technology coordination, and logistics planning. Arrange access cards, venue bookings, room scheduling, and support local office requirements to ensure high-quality execution of events.
Decision authority: Plan / Execute
Impacted groups: Executives (LG2-LG3), Executive's teams, Office Administrators, Facilities/Workplace teams, event participants

Maintain strict confidentiality and exercise mature judgment in handling sensitive information
Ensure high discretion when exposed to strategy documents, organizational decisions, personnel matters, and confidential communications. Demonstrate maturity and professional judgment in all interactions with LG2-LG3 leaders and cross-functional stakeholders.
Decision authority: Decide / Execute
Impacted groups: Executives (LG2-LG3), Executive's teams, HR Business Partners, project teams, internal stakeholders

Provide technical and administrative support using Outlook, Egencia, Concur, and related tools
Use ESS tools effectively to support daily operations, take appropriate actions based on request type, and provide accurate, timely administrative support in accordance with the ESS Service Catalog.
Decision authority: Execute
Impacted groups: Executives (LG2-LG3), ESS team, Travel & Expense teams

Ensure consistent execution of Executive Support standards across the supported Business Unit/Function
Coordinate with peers to maintain aligned priorities, consistent workflows, and standard service levels across the BU/Function. Support the ESS operating model and contribute to smooth collaboration across administrative roles.
Decision authority: Consult / Execute
Impacted groups: Executives (LG2-LG3), Executive Assistants, ESS team, functional leadership, cross-functional stakeholders

Support preparation and coordination of meetings, materials, and information flow
Assist in preparing meeting materials, agendas, briefings, and required documents; ensure timely communication and coordination with internal partners to maintain smooth operational flow.
Decision authority: Execute / Inform
Impacted groups: Executives (LG2-LG3), project teams, cross-functional collaborators

Requerimientos del candidato/a:

Key Skills/Experience Required
* 1-3 years of proven Executive Support or similar operational experience
* Fluent English (and additional language if applicable) with strong communication skills
* Demonstrated ability to use initiative, work proactively and adapt quickly to a constantly changing environment
* Demonstrated ability to independently manage complex calendars and travel arrangements
* Advanced MS Office skills (Excel, PowerPoint, Outlook)
* Knowledge of main Executive Support Service tools (Egencia, Concur, Outlook)
* Ability to anticipate needs and take proactive action without direct instruction
* Willingness to learn, "Can do" attitude and a willingness for undertaking significant challenges
* Excellent prioritization and workload management in multi-executive setup
* High level of discretion and professional maturity in handling confidential matters
* Process-oriented mindset with continuous improvement approach
* Capability to mentor new joiners (Buddy role) and share knowledge within the team
* Ownership mindset with accountability for service quality, SLA and KPI delivery
* Tact, diplomacy, ability to cooperate with senior executives
* Ability to adhere to established rules and the Service Catalog
Differentiating Competencies Required
* Advanced problem-solving skills with ability to handle complex situations independently
* Fluent English with strong written and verbal executive-level communication, additional languages a plus
* Advanced proficiency in ESS tools (Egencia, Concur, Outlook)
* Proactive, solution-oriented mindset with ownership in high-pressure environments and situations
* Strong executive management skills with ability to confidently collaborate with senior executives
* Ability to anticipate risks, propose alternatives and act without escalation
Act as a knowledge resource within the team, proactively offering guidance and support to peers to maintain high service standards

For the purpose of ensuring informed and transparent negotiations, those who advance to the interview stage will be provided with information regarding the initial level of remuneration for the position. During the interview, any questions will be addressed and additional information on the process provided