Executive Assistant

At Unispace, we create spaces that empower people and businesses to thrive. We are a global design-build partner delivering workplace and life sciences projects for some of the world’s most innovative brands.

With over 500 people across four continents, we bring together strategy, design, project management, and delivery into one seamless experience. Our integrated approach enables us to move with agility, solve complex challenges, and deliver meaningful outcomes for our clients.

Our people are at the centre of everything we do. We foster a collaborative, inclusive culture that values curiosity, accountability, creativity, and continuous improvement. We believe diverse perspectives strengthen our teams and help us create better experiences for our clients and each other.

At Unispace, you’ll have the opportunity to contribute to impactful projects, work alongside talented global teams, and grow your career in an environment that encourages innovation and new ideas.

Why you’re here:

As the Executive Assistant, you play a pivotal role in supporting the CEO, by enabling them to perform at their highest level. You’ll provide professional, confidential, and strategic support to the Executive Team, while collaborating with colleagues to ensure seamless operations and successful delivery of projects and events. Your contributions will be instrumental in driving efficiency and maintaining a positive and productive environment.

What you’re responsible for:

• Managing the Executive’s diary, appointments, and emails, ensuring effective time management.
• Anticipating needs and preparing documents and materials for meetings.
• Organizing, coordinating, and budgeting for events and team activities.
• Booking and coordinating all travel arrangements for the Exec.
• Drafting, reviewing, and finalizing documents and presentations for internal and external stakeholders.
• Maintaining confidentiality while handling sensitive information.
• Acting as a key point of contact for internal and external stakeholders, representing the Exec with professionalism and integrity.
• Building and maintaining effective relationships with clients, vendors, and business partners.
• Supporting communication and collaboration across disciplines, teams, and geographies.
• Implementing and maintaining effective administrative processes to streamline operations.
• Assisting with the preparation and coordination of reports, board papers, and meeting materials.
• Accurately recording and distributing meeting minutes and tracking actions to completion.
• Monitoring and managing key vendor relationships to ensure quality service and cost-effectiveness.
• Identifying risks and implementing solutions while operating in compliance with ethical and business practices.
• Collaborating on and assisting with complex, strategic projects.
• Supporting cross-functional initiatives and corporate events to align with business objectives.
• Handle all studio-based ordering, including and not limited to pantry items, office supplies, team lunches, etc.
  
  

How we’ll measure it:

• Presentations and documents are prepared with accuracy, professionalism, and delivered on time.
• The Exec’s diary is managed effectively, with key priorities identified and escalated as needed.
• Meetings, events, and travel arrangements are executed seamlessly and within budget.
• Internal and external stakeholders consistently experience professionalism and proactive communication.
• Effective vendor relationships are maintained, with services delivered on time and within budget.
• Administrative processes are implemented successfully, improving efficiency and adding value to the organization.
• Reports, meeting minutes, and action tracking are accurate and timely.
• A strong culture of collaboration and trust is fostered within the team and across functions.
  
  

Your experience & skills:

• Extensive experience supporting senior executives (e.g., CEO, CHRO, COO, CFO) in a fast-paced and complex environment.
• Demonstrated ability to manage travel bookings, expenses, and diaries efficiently.
• Experience in preparing board papers, financial documents, and accurate meeting minutes.
• Exceptional time management and the ability to prioritize and juggle multiple tasks.
• Strong financial and budgetary acumen.
• Familiarity with global time zones and cultural awareness in a multinational setting.
• Proven ability to build trust and foster effective relationships with senior leaders, clients, and teams.
• Clear and effective communication skills, with an emphasis on professionalism and impact.
• Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• A fast learner who can adapt to new technologies and processes.
• High emotional intelligence, discretion, and professionalism in handling sensitive information.
• Resilient under pressure with the ability to thrive in a dynamic and fast-paced environment.
• A proactive mindset, with the ability to anticipate needs and resolve issues independently.
• Strong attention to detail and a commitment to delivering high-quality work.
• Exact compensation may vary based on skills, experience and location
  
  

Base Pay Range

$85,000—$105,000 USD

The statements in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this role. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required.

We encourage applications from individuals of all backgrounds and experiences and are committed to providing reasonable accommodations throughout the recruitment process and employment lifecycle where required by applicable law.

Inclusion & Diversity

At Unispace, we believe diverse perspectives strengthen our teams, our culture, and the work we deliver for our clients. We are committed to fostering an inclusive workplace where everyone is treated with respect and has the opportunity to thrive.

Employment decisions are based on qualifications, merit, and business needs, in accordance with applicable local laws and regulations.