Executive Assistant, Global Brands

Description

POSITION SUMMARY:

The Executive Assistant plays a pivotal role within the organization providing a high level of comprehensive administrative support to our Senior Executive Vice President and Chief Brand Officer and their respective teams. This role requires exceptional organizational skills, discretion, autonomy, independent judgement, and professionalism to manage complex schedules, coordinate high-level meetings, and execute a variety of administrative tasks. The ideal candidate is positive, calm, proactive, detail-oriented, and capable of thriving in a fast-paced, dynamic environment.

KEY RESPONSIBILITIES:

Calendar and Meeting Management:

• Maintain and coordinate complex executive calendars, scheduling meetings across time zones.
• Anticipate scheduling needs, including blocking time for preparation and follow-ups to optimize leaders' time.
• Proactively resolve scheduling conflicts and prioritize appointments based on business needs.
• Maintain vacation schedule for leader and staff, ensuring proper coverage throughout the year.
• Screen incoming calls, relay detailed messages.

Travel and Expense Management:

• Arrange domestic and international travel, including flights, accommodations, visas, ground transportation and logistics.
• Prepare detailed itineraries and meeting schedules.
• Troubleshoot last-minute changes with appropriate resolution and follow up as needed.
• Track executives travel patterns, being available in case of issues and proactively suggesting time savings options.
• Prepare, process, and reconcile expense reports in a timely manner.

Meeting Preparation and Support:

• Coordinate meeting logistics, including conference room reservations and setup, AV equipment, catering, document preparation, distribution of materials, etc., as needed
• Organize agendas, compile necessary documents in advance, and provide materials for meetings.
• Attend meetings, take detailed notes, and track action items for follow-up.
• Set up high level meetings with senior management and/or across several different time zones.

Office and Project Coordination

• Serve as the point of contact for internal and external stakeholders.
• Coordinate office activities and operations to ensure the office environment runs smoothly and productively.
• Coordinate onboarding for new hires, including system access, workspace setup, and orientation materials.
• Handle the ordering, budgeting and management of office supplies and equipment.
• Process vendor invoices and maintain budget tracking as required.
• Review all mail delivered to office.

Communication and Documentation

• Draft, proofread, and edit confidential correspondence, reports, plans and PowerPoint presentations.
• Ensure timely communication between executives and stakeholders.
• Answer email in a timely manner, including after-hours and on weekends as needed.

Ad Hoc Support

• Assist with special projects and initiatives as assigned, including some personal support for Executive.
• Plan and execute team events, celebrations, and off-site meetings.
• Flexibility in schedule with early start and late hours when required based on business demand.
• Collaborate with other administrative support for larger events and ensure seamless execution.

Additional duties may be assigned as required to meet business objectives.

Qualifications

QUALIFICATIONS:

• Minimum of 10 years of experience supporting senior executives in a fast-paced environment within a multinational company.
• Proven experience executing a wide range of administrative tasks with excellence.
• Strong organizational and time-management skills, with the ability to handle multiple priorities effectively.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with tools like SAP, Concur, and SharePoint.
• Excellent verbal and written communication skills with attention to detail.
• Results oriented with the ability to complete assignments in a timely manner.
• Proven ability to work independently, exercise sound judgment, and maintain confidentiality.
• Exceptional interpersonal skills and the ability to build relationships across all levels of the organization.
• High degree of professionalism and discretion in handling sensitive information.
• Proactive problem-solving skills and the ability to anticipate needs.
• Flexibility and adaptability to changing demands and priorities.
• Bachelor’s degree strongly preferred; high school diploma or equivalent required.