Executive Assistant
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Job Summary
We are seeking an highly organized Executive Assistant to support the operational needs of members of the Product & Customer Organisation Exec Team. This role is pivotal in facilitating the smooth execution of daily tasks and long-term projects by providing comprehensive administrative support.
This role is ideal for a proactive and dedicated individual looking to contribute to the efficiency of our leadership team. If you are committed to excellence and thrive in a fast-paced environment we would like to hear from you.
Key Responsibilities:
- Diary and Email Management: Maintain day-to-day diary schedules and manage extensive email communications ensuring leaders are on time and prepared for meetings including preparing briefing documents.
- Meeting Coordination: Organize internal and external meetings including room bookings and preparing necessary documents while liaising with key stakeholders.
- Notes and action plans: Take notes during meetings and mark the actions that need to be done ensuring everyone with an action is aware of what they need to do.
- Event Planning: Coordinate regional events and handle logistical aspects to support the SVP and leadership team.
- Document Preparation: Create and edit presentations reports and documents using PowerPoint Excel and Word as and when required.
- Financial Administration: Process and review expenses and other financial requests for the SVP ensuring adherence to company policies.
- Travel Arrangements: Manage complex travel itineraries including flights accommodations and ground transportation for the SVP and his SLT
- Stakeholder Communication: Serve as the primary contact for regional queries and office-related tasks liaising with internal and external stakeholders.
- Projects: undertake projects on a regular basis.
- Personal Assistant Duties: Handle ad-hoc personal tasks and administrative duties as required.
Qualifications :
- High level of education
- Experience in a similar PA/EA position
- Experience of working in the software/technology industry an advantage
- Proven history of supporting remote global leaders across different time zones is preferred
- Ability to manage multiple tasks in a timely manner
- Flexibility: Available for support outside standard office hours when necessary.
- This is an hybrid role: 3 days at week in the office
Personal skills and qualities:
- Uses initiative with minimal supervision
- Strong communication and interpersonal skills capable of working with senior executives and external stakeholders.
- Discretion and confidentiality in handling sensitive information.
- Problem solver with can do attitude
- Dedicated to the quality and accuracy of projects from inception to completion
- Reliable trustworthy and ability to maintain confidentiality at all times
- Can manage a heavy workload with strict deadlines
- Excellent organizational skills with the ability to priorities multi-task and co-ordinate workloads and work under pressure to meet deadlines
- Good time management skills
- Flexible and willing to take on ad-hoc tasks
- Comfortable working independently and as part of a team
Technical skills:
- MS Office applications excellent level
- Good IT skills and the ability to produce reports and manage data
- Social media applications (Internal use)
Additional Information :
We embrace flexibility and hybrid work opportunities to support diverse needs and lifestyles while also valuing inclusive workplace experiences. By fostering a sense of community we drive innovation strengthen connections and nurture belonging. Our commitment ensures you can work in a way that suits you best while also engaging with colleagues to share ideas and build meaningful relationships.
Remote Work :
No
Employment Type :
Full-time
Key Skills
- Time Management
- Microsoft Office
- Organizational skills
- Microsoft Outlook
- Microsoft Word
- Personal Assistant Experience
- Microsoft Powerpoint
- Calendar Management
- Microsoft Excel
- Administrative Experience
- Microsoft Outlook Calendar
- Google Suite
About Company
We are growing! At IFS we are constantly growing to deliver award-winning solutions to hundreds of partners and thousands of customers worldwide! We help companies who want to be their best when it matters most at their #momentofservice. Visit https://ifs.link/IzM0px to find out mo ... View more
