Position Summary

The Executive Assistant (EA) serves as a strategic partner and operational gatekeeper to the Regional Leadership member. This role goes beyond traditional administrative tasks to ensure the Regional Leadership member’s time is protected, leadership bandwidth is optimized, and strategic initiatives are executed effectively across the organization.

The ideal candidate operates with high emotional intelligence, proactive problem-solving, and complete discretion when handling confidential matters.

Key Responsibilities

Executive Support & Time Management

• Calendar & Gatekeeping: Manage the complex calendar, prioritizing engagements and protecting dedicated blocks for strategic deep work.

• Travel Logistics: Plan and coordinate comprehensive domestic and international travel itineraries, including flights, accommodation, ground transportation, and visas.

• Meeting Preparation: Prepare pre-briefs, meeting packs, agendas, and background research ahead of engagements.

Communication & Stakeholder Management

• Primary Point of Contact: Serve as the liaison between the Leadership members, employees or external vendor

• Executive Correspondence: Draft, review, and manage high-level communications, and emails on behalf of the Leadership member.

• Leadership Coordination: Coordinate logistics, collate board decks, record official minutes, and track follow-up action items for Leadership and Executive meetings.

Operational & Strategic Project Support

• Project Coordination: Track cross-functional initiatives directed by the Leadership member, ensuring milestones and action items are delivered on schedule.

• Expense & Budgeting: Manage monthly expense reports, process invoices, and handle budget tracking for the Leadership member’s office.

• Event Planning: Organize executive retreats, leadership offsites, Town Halls, and special high-profile events.

• Travel: Open for travel to AMEA regions and / or Corporate office as per business need

Qualifications & Skills

Education & Experience (preferred)

• Education: Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent professional experience)

• Experience: 5+ years of experience supporting C-level executives, preferably in a fast-paced or corporate environment.

Core Competencies

• Technical Skills: Advanced proficiency with Google Workspace / Microsoft 365, and expense management systems like Concur

• Proactive Problem-Solving: Ability to anticipate issues, resolve scheduling conflicts, and pivot quickly under pressure.

• Discretion & Trust: Impeccable judgment when handling sensitive, proprietary, and confidential company information.

• Communication: Exceptional written and verbal communication skills across all organizational levels.

• Prioritization: Ability to manage competing demands seamlessly with strict attention to detail.