EXECUTIVE ASSISTANT

Job Summary

We are seeking a highly organized and proactive Executive Assistant to support senior stakeholders during their visits and ongoing operations. The ideal candidate will be responsible for managing schedules, coordinating travel, preparing documentation, and facilitating communication across departments. This role requires discretion, attention to detail, and a strong ability to multitask in a dynamic environment.

Key Responsibilities

• Manage executive and stakeholder calendars, ensuring efficient scheduling and conflict resolution.
• Coordinate comprehensive travel arrangements including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare high-quality business documents such as reports, presentations, and meeting agendas.
• Support meeting logistics by organizing agendas and tracking follow-up actions.
• Lead the creation and distribution of GEBS quarterly newsletters, including content design and stakeholder coordination.
• Administer the Employee of the Month program, overseeing nominations, communications, and recognition activities.
• Maintain strict confidentiality while handling sensitive and proprietary information.
• Compile and process expense reports, invoices, and other financial documentation.
• Manage office supplies and IT peripheral inventory in collaboration with the Operations team.
• Organize lunch and dinner arrangements, including reservations, catering, and dietary accommodations.
• Facilitate internal communications, maintain updated notice boards, and ensure timely information flow across departments.
• Build and sustain professional relationships with internal teams, external partners, and vendors.
• Maintain and update distribution lists (DLs) to support effective communication.
• Oversee office stationery procurement and inventory.
• Coordinate logistics and support for leadership visits, including on-site arrangements.
• Plan and manage logistics for offsite events and team gatherings.
• Handle vendor interactions, including onboarding, coordination, and issue resolution.
• Execute additional responsibilities as assigned by Engineering, IT, Operations, and HR functions.

The Essentials - You Will Have

• Proven experience in executive support or administrative roles.
• Strong organizational and multitasking abilities.
• Bachelor's degree in any domain.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and calendar management tools.

Disclaimer: This job posting and Location has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.