Executive Assistant, Global Communications

Description

The Executive Assistant to the Executive Vice President, Chief Communications and Public Affairs Officer (CCO), plays a critical role in the organization. This position serves as a trusted partner to the CCO and team by providing high-level, comprehensive organizational and administrative support. The role helps bring clarity, momentum, and focus to complex work by ensuring the leader is well prepared, priorities are managed thoughtfully, and operations run seamlessly. It requires exceptional organizational skills, emotional intelligence, and professionalism, along with a deep commitment to discretion and excellence.

The ideal candidate thrives in a fast-paced, dynamic environment and is proactive, detail-oriented, and calm under pressure. They anticipate needs, navigate competing priorities with confidence, and take pride in delivering a seamless experience for leaders, teams, and stakeholders. This role is well suited for someone who enjoys being at the center of the action and contributing meaningfully to how senior leaders and their teams work every day.

Description

Calendar and Meeting Management

• Maintain and actively manage a highly complex executive calendar in a fast-paced, dynamic environment where priorities and commitments shift frequently.
• Anticipate scheduling needs, including blocking time for preparation and follow-ups, while continuously reassessing and rebalancing the calendar as business needs evolve.
• Proactively resolve scheduling conflicts, exercise sound judgment in prioritizing appointments, and respond quickly to last-minute changes.
• Set up and coordinate high-level meetings with senior management, cross-functional partners, and external stakeholders across multiple time zones.
  
  

Travel and Expense Management

• Arrange all domestic and international travel, including flights, accommodations, visas, ground transportation, and related logistics.
• Prepare detailed itineraries and meeting schedules, and troubleshoot last-minute changes with appropriate resolution and follow-up.
• Prepare, process, and reconcile expense reports accurately and in a timely manner
  
  

Meeting Preparation and Support

• Coordinate complex meeting logistics, including conference room reservations, AV setup, security-sensitive requirements, catering, and material preparation and distribution.
• Support meetings involving senior leaders and government officials, which may require elevated, highly specific logistical and catering needs.
• Proactively anticipate and assemble all materials required to ensure the EVP is fully prepared for meetings, including agendas, briefing materials, and supporting documentation.
• Attend meetings as needed, take detailed notes, track action items, and ensure timely follow-up.
  
  

Office and Project Coordination

• Serve as the primary point of contact for internal and external stakeholders for the Global Communications and Global Public Affairs team.
• Coordinate office operations to ensure a smooth, productive work environment.
• Support onboarding for new hires, including system access, workspace setup, and orientation materials.
• Manage the ordering, budgeting, and tracking of office supplies, equipment, and gifts.
• Process vendor invoices, maintain budget tracking, and review all mail delivered to the office.
  
  

Communication and Documentation

• Draft, proofread, and edit confidential correspondence, reports, plans, and follow-up notes with a high degree of accuracy and discretion.
• Ensure timely, clear, and effective communication with all stakeholders.
• Ad Hoc and Event Support
• Assist with special projects and initiatives as needed.
• Support the planning and coordination of major meetings and events, including conferences, workshops, roundtables, offsites, innovation sessions, and strategy meetings.
• Plan and execute team events and celebrations, collaborating with other administrative partners to ensure seamless execution.
• Prepare and manage itineraries for incoming visitors, including receiving and escorting external guests.
• Facilitate shipping needs to international affiliates.
• Additional duties may be assigned as required to meet business objectives.
  
  

Qualifications

• Minimum of 10 years of experience supporting senior executives in a fast-paced, multinational environment.
• Proven ability to execute a wide range of administrative responsibilities with excellence.
• Strong organizational and time-management skills, with the ability to manage multiple priorities effectively in a constantly changing environment.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with tools such as SAP, Concur, and SharePoint.
• Excellent written and verbal communication skills, with strong attention to detail.
• Results-oriented, with the ability to complete assignments accurately and on time.
• Demonstrated 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, discretion, flexibility, and adaptability.
• Bachelor’s degree strongly preferred; high school diploma or equivalent required.