Executive Assistant (E)

The Executive Assistant is an essential link in the chain to assist and coordinate activities for three EMEA (Europe, Middle East and Africa) Leaders and deliver outstanding service and support, optimising time and efficiency.

Key Responsibilities:

• Maintain Outlook calendar and recurring meetings, prioritizing appropriately and using judgment in offering solutions to complex scheduling and planning meetings as needed.
• Serve as a collaborative and thought partner with frequent contact with other senior leaders within the global organization. Interact with contractors, consultants, and vendors.
• Proactively handle communication (emails, phone calls); screen telephone inquiries, forward messages, redirect calls, and appropriately respond to urgent inquiries from the corporate office, global sites, and executive partners over multiple time zones.
• Coordinate the support and execution of global travel activities: prepare and coordinate travel, including accommodations, and compile, submit, and track expenses accurately and efficiently.
• Manage highly confidential information and documentation appropriately.
• Take initiative to plan the upcoming needs of the three leaders and their leadership team, including coordinating and completing departmental operating mechanisms, structuring and collating timely input of content and format for business reviews with the wider global teams.
• Provide meeting and event coordination, on and offsite, including reservations and attendee communication, setting up audio and video conferencing, as well as catering and preparation of meeting and program materials. Will be encouraged to travel/attend meetings in a coordinator role (15%-20% of time).
• Assist with the compilation of data from various sources and coordinate the data in formats to facilitate analysis and presentation.
• Track and help drive completion of key results, following up on outstanding items.
• Generate and compose confidential documents and materials and amend as needed.
• Act as an information source on departmental and company policies and procedures.
• Employ innovative, creative, and time-tested methods and procedures for duties and assignments and serve as an active member of the administrative organization. Identify administrative processes requiring improvement and engage process users in improvement efforts.
• Support colleagues as needed; alignment and coordination with colleagues is critical.
• Process invoices and prioritize multiple system requests (expenses, purchase orders, CDAs, open requisitions).

Location: Executive Assistant • Darmstadt, Germany