Executive Assistant

**Job Summary -**

**Who are we looking for?**

We’re seeking a personable, organized, confident, and agile Executive Assistant to support our Senior Directors. This role involves a wide range of administrative responsibilities including calendar management and prioritization, team and executive communications, expense reporting, travel coordination, procurement, and on-site support for meetings and events.
- A detail-oriented self-starter with experience in a large corporate or tech environment.
- Energetic, outgoing, and passionate about improving how teams work and collaborate—especially open to learning new tools, including AI technologies.
- Proactive and perceptive—able to anticipate the needs of leaders and stay one step ahead.
- Comfortable engaging with all levels of the organization, including executives, peers, and support teams, with professionalism, empathy, and responsiveness.
- A collaborative team player who fosters a positive and engaging work environment.
- Thrives in a fast-paced, multi-location setting, supporting multiple leaders with competing priorities.
- Highly skilled in Microsoft Office 365 (Outlook, Excel, SharePoint, Word, PowerPoint).
- Available to work on-site 3-5 days per week, depending on team needs and events

**Key Responsibilities**:

- Coordinate executive-level meetings, project updates, and documentation (calendar alignment, invites, conflict resolution).
- Act as a liaison to gather updates and direction from key stakeholders on behalf of executives.
- Manage travel arrangements, book conference rooms, and set up meetings.
- Handle purchasing and procurement processes.
- Represent executives in meetings and collaborate with VPs, EAs, and Chiefs of Staff.
- Oversee shipping and logistics coordination.
- Submit internal and external purchase orders (POs).
- Manage office purchases and team expenses using a PCard, including reconciliation.
- Support small projects (e.g., planning a team dinner).
- Drive employee engagement by organizing team celebrations, milestones, and on-site events, including coordination with real estate and site leadership.

**Behavioral Skills**:

- Professional demeanor, initiative to work independently, but also ability to accept and follow instructions.
- Ability to read and write documents in English is a must.
- Ability to fluently communicate in English is a big plus.
- Work closely with internal teams to identify system requirements.

**Certification**:

- 5+ years of experience in an executive assistant role.
- College Graduate Degree.

**Experience**:

- Executive Assistant: 5 years (required)

**Language**:

- English (required)

Work Location: Hybrid remote in 45117, Vista Magna, Jal.