Executive Assistant

• Application Deadline: May 30 2026
• Vienna
• On-site
• Hourly salary: $30 - $34

Job Description

We are seeking a highly experienced polished and proactive Executive Assistant to provide dedicated support to the Chief Procurement Officer. This six-month contractor role requires an individual who can operate with a high degree of professionalism discretion urgency and independent judgment in a fast-paced executive ideal candidate will have extensive experience supporting senior executives preferably in a large complex highly matrixed organization. This individual must be highly organized detail-oriented resourceful and comfortable managing competing priorities while maintaining strong follow-through and role is best suited for someone who understands executive-level support is not only administrative but also operationally critical. The Executive Assistant will help ensure the Chief Procurement Officer is prepared organized and able to focus on strategic priorities by managing calendars communications meeting logistics travel expenses materials and day-to-day coordination across internal and external stakeholders.

Key ResponsibilitiesExecutive Calendar and Time Management Manage a complex and dynamic executive calendar ensuring the Chief Procurement Officers time is prioritized effectively and aligned to business needs Anticipate scheduling conflicts resolve issues proactively and ensure the executive is prepared for upcoming meetings events and deliverables Coordinate meetings across senior leaders internal teams external partners vendors and other stakeholders Apply sound judgment when prioritizing requests escalating urgent matters and protecting time for high-priority work
Meeting Coordination and Preparation Plan and coordinate executive meetings leadership discussions vendor meetings and cross-functional working sessions Prepare agendas organize materials capture notes or action items when needed and ensure follow-up items are tracked to completion Partner with internal teams to gather and organize materials for meetings presentations briefings and executive updates Ensure the Chief Procurement Officer has the right information context and materials in advance of key meetings
Communication and Stakeholder Support Serve as a professional and trusted point of contact for internal and external stakeholders Draft review proofread and format correspondence meeting materials and other executive communications as needed Handle sensitive information with the highest level of confidentiality and discretion Represent Procurement & Vendor Management with professionalism responsiveness and sound judgment
Travel Expense and Administrative Support Coordinate domestic travel arrangements including flights lodging transportation itineraries and meeting logistics Prepare and submit expense reports accurately and in a timely manner Support administrative processes including purchase requests invoices vendor coordination onboarding logistics and other operational needs as required Maintain organized records files contact lists distribution lists and relevant documentation
Operational and Project Coordination Support the Chief Procurement Officer by tracking priorities deadlines action items and follow-ups across key workstreams Assist with coordination of procurement-related meetings leadership routines vendor engagements and internal business reviews Help organize information and maintain visibility into commitments decisions and pending items Identify opportunities to improve administrative processes increase efficiency and create smoother day-to-day operations for the executive