Executive Assistant

The Executive Assistant (EA) provides high-level administrative, organizational, and operational support to the Global Director. The role requires exceptional professionalism, discretion, organizational skills and the ability to coordinate across global teams, senior leaders, customers, and external stakeholders. The EA serves as a trusted partner, enabling the Global Director to effectively manage priorities, communications and strategic initiatives.

Executive Support

• Manage the Global Director's calendar, prioritizing meetings, travel, and strategic activities.
• Coordinate leadership meetings, town halls, workshops, and executive reviews.
• Prepare agendas, meeting materials, presentations, and follow-up action items.
• Screen, prioritize, and manage incoming communications.

Communication & Coordination

• Act as a key liaison between the Global Director and internal/external stakeholders.
• Draft professional communications, announcements, and executive correspondence.
• Coordinate across regions, functions, and leadership teams to ensure alignment on priorities.
• Facilitate communication with senior management, customers and partners.

Travel & Event Management

• Arrange domestic and international travel, including visas, accommodations, transportation, and itineraries.
• Coordinate leadership off-sites, customer visits, workshops, and organizational events.
• Manage travel expense reporting and documentation.

Operational Excellence

• Track leadership action items, organizational initiatives, and key deliverables.
• Support budget administration, purchase requests and departmental documentation.
• Maintain organizational charts, leadership contact lists, and reports.
• Drive efficient administrative processes and continuous improvement initiatives.

Leadership Team Support

• Coordinate Executive Leadership Team (ELT) and Leadership Team meetings.
• Prepare and distribute meeting minutes and action trackers.
• Follow up with stakeholders to ensure completion of commitments and deadlines.
• Assist with talent reviews, organizational announcements, and leadership communications.

Confidentiality & Governance

• Handle highly confidential business and personnel information with discretion.
• Ensure compliance with company policies and data protection requirements.
• Support governance processes and executive reporting requirements.

Qualifications

Education

• Bachelor's degree in Business Administration, Management, Communications or a related field preferred.

Experience

• 5+ years of experience supporting senior executives, directors or vice presidents in a global organization.
• Experience working in a matrixed and multicultural environment.
• Experience supporting engineering, technology, or manufacturing organizations is an advantage.

Skills & Competencies

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities simultaneously.
• High level of professionalism, integrity, and discretion.
• Strong stakeholder management and interpersonal skills.
• Advanced proficiency in Microsoft 365 (Outlook, Teams, PowerPoint, Excel, Word).
• Ability to work independently and proactively resolve issues.

Key Success Measures

• Effective calendar and priority management.
• Timely coordination of leadership activities.
• High-quality executive communications.
• Successful execution of travel and events.
• Accurate tracking and closure of leadership action items.
• Strong stakeholder satisfaction and professionalism.

Reporting Relationship

Reports To: Global Director (Direct Administrative Reporting)

Typical Interactions

• Vice Presidents and Directors
• Engineering Leadership Teams
• Human Resources
• Finance
• Customers and External Partners
• Executive Assistants across the organization

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