Executive Assistant

Job Title

Job Description

Your role:

• Supports one or more Executives in various moderately complex tasks and projects by assisting in administrative organizational and operational matters as needed and by staying knowledgeable of corporate policies exercising autonomy within established procedures.

• Handles incoming and outgoing correspondence including emails letters and phone calls for Executive(s) while ensuring prioritization to ensure an organized and efficient communication flow and acts as a gatekeeper handling sensitive or confidential information with discretion.

• Assists in preparing complex draft letters emails office documents including meetings agendas minutes and follow-up action items and high impact PowerPoint presentations that align with the Executive(s) strategic objectives.

• Maintains Executive(s) calendar coordinating complex scheduling needs ensuring alignment with key business priorities and proactively identifying potential conflicts and aids in handling high-priority meetings with global stakeholders and in ensuring that the Executive(s) remain informed on key timelines and milestones.

• Maintains and organizes records files and documents both electronic and paper-based for Executive(s).

• Coordinates travel arrangements for Executive(s) including visa applications and booking flights accommodations and transportation while adhering to organization policies and budget constraints and assists in preparing detailed itineraries and contingency plans.

• Assists in organizing high profile events workshops and conferences as required by the Executive(s) including preparing necessary materials ensuring technical setup overseeing all logistical elements liaising with senior stakeholder etc. to ensure that all aspects of the event are well-managed and meet participant expectations.

• Processes expense reports by collecting reviewing and verifying receipts and documentation to ensure accuracy and compliance with organization policies and procedures and assists in managing budgets (including travel expenses) and providing financial insights to optimize spending as directed by the Executive(s).

• Communicates local announcements and important updates in a clear concise and accurate way to and from Executive(s) within the department and organization employing a variety of channels such as emails intranet posts meetings and instant messaging platforms for effective reach and supports in managing crisis communication to ensure that all stakeholders are kept informed.

• May support the Works Council in effectively representing employee interests and advocating for their well-being within the organization by possessing knowledge of the Works Councils Act and relevant Philips policies and regulations such as Social Plan Collective Labor Agreement etc.

Youre the right fit if:

• Bachelors degree with related major

• 4-5 years of experience in Administrative Support Clerical Support or equivalent.

About Philips
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If youre interested in this role and have many but not all of the experiences needed we encourage you to apply. You may still be the right candidate for this or other opportunities at Philips. Learn more about our culture of impact with care here.