Executive Assistant

KEY RESPONSIBILITIES

Executive & Administrative Support:

• Serve as the main administrative point of contact and key information source for clients, internal and external stakeholders, leadership teams, and associates.
• Manage calendars, schedule meetings, and coordinate video/phone conferences.
• Handle confidential documentation, correspondence, and follow-up actions.
• Prepare reports, emails, texts, presentations, and company-wide communications.
• Track HR global team holidays and manage email distribution lists.
• Responsible for managing and overseeing DocuSign processes across EMEA, ensuring proper execution of digital signatures and compliance with company policies.

Travel & Expense Management:

• Organize national and international travel, including visa and passport arrangements.
• Process and track expense reports, ensuring timely resolution of issues.

Event & Initiative Coordination:

• Plan and organize internal/external events, Client Events, Events HR initiatives, and diversity & inclusion campaigns.
• Manage partnerships with stakeholders and coordinate leadership participation in industry events.

Communication & IT Support:

• Maintain internal SharePoint sites, Teams spaces, and company newsletters.
• Draft, edit, and distribute official communications, presentations, and reports.
• Approve IT access requests and manage signatures via DocuSign.

Procurement & Financial Coordination:

• Process purchase requests and manage invoices for HR-related costs.

Talent & Training Support:

• Assist in organizing training programs and development initiatives.
• Support recruitment and coordination of interns.

Cross-Functional Collaboration:

• Work closely with other executive assistants and internal teams to ensure seamless operations.

REQUIRED SKILLS AND EXPERIENCE:

Education & Experience:

• Associate degree or 5+ years of experience as an Executive Assistant in a global organization.
• Minimum 3 years supporting multiple executives.

Key Skills:

• Highly efficient, flexible and quick, with a clear separation of planning responsibilities
• Fluency in English and Spanish (written & spoken).
• Experience with SAP for travel expenses and office purchase orders.
• Excellent communication and organizational skills.
• Ability to handle confidential information with discretion.
• Strong multitasking, problem-solving, and time management abilities.
• Advanced proficiency in MS Office (Outlook, Excel, Word, PowerPoint).
• Experience in event coordination and presentation creation.
• Ability to thrive in a fast-paced, high-demand environment.
• Positive attitude and strong team collaboration skills.
• Willing to respond to phone calls outside of regular working hours when needed.
• Experience with Docusign