Confidential
About The Role A trusted partner to a senior leader and a key contributor to the effective operation of the leadership office. Beyond managing complex schedules and administrative processes, this role enables the leader and leadership team to focus on the highest-value priorities by coordinating stakeholders, preparing decision-ready information, tracking commitments, and ensuring disciplined follow-through. The ideal candidate combines sound judgment, exceptional organization, strong business awareness, and the confidence to operate effectively across functions, cultures, and levels of seniority. This is a high-impact role for someone who can anticipate needs, handle sensitive information with discretion, and bring structure to a fast-moving environment. Key Responsibilities Executive partnership and prioritization Act as a trusted extension of the senior leader, helping to protect time, focus, and priorities. Manage and continuously optimize a complex calendar, balancing strategic priorities, operational commitments, travel, and contingency time. Anticipate requirements, identify potential conflicts or risks, and recommend practical solutions before issues arise. Support preparation for leadership meetings, business reviews, customer engagements, and other high-priority activities. Apply thoughtful challenge and sound judgment when prioritizing requests and allocating the leader’s time. Strategic coordination and follow-through Coordinate cross-functional initiatives and leadership-office priorities from planning through completion. Maintain clear action logs, decision records, and follow-up mechanisms to ensure commitments are delivered. Track milestones, dependencies, risks, and open decisions, escalating issues appropriately. Connect stakeholders across teams and help create alignment on next steps, ownership, and timelines. Prepare concise status updates and briefing materials that enable efficient decision-making. Meeting and communication management Plan and facilitate effective meetings, including agendas, pre-reads, participant coordination, logistics, and follow-up. Draft, edit, and quality-check correspondence, presentations, reports, and executive communications. Prepare executive briefings by gathering, synthesizing, and structuring relevant information from multiple sources. Ensure timely, clear, and professional communication with internal and external stakeholders. Represent the executive office with credibility, tact, and a service-oriented mindset. Business and operational support Support leadership-team routines, governance processes, and recurring business-management activities. Coordinate internal engagement activities and contribute to a positive culture of safety, inclusion, and belonging. Coordinate domestic and international travel, including itineraries, changes, documentation, and expense administration. Support budget tracking, procurement, invoice processing, and other administrative processes for the executive office. Improve ways of working by introducing effective tools, templates, workflows, and operating rhythms. Contribute to special projects requiring research, analysis, coordination, or confidential handling. Confidentiality and risk awareness Handle confidential business, personnel, financial, and strategic information with the highest level of discretion. Apply strong judgment when managing sensitive communications, access, documents, and meeting information. Follow applicable company policies, data-protection requirements, and governance standards. Qualifications and experience Bachelor’s degree or equivalent professional experience in business administration, management, communications, or a related field. At least five years of experience supporting a senior executive, leadership team, or complex business function in an international organization. Demonstrated experience coordinating cross-functional activities, projects, or leadership routines. Excellent written and verbal communication skills in English. Strong proficiency with common productivity, collaboration, calendar, presentation, and document-management tools. Experience working with executive-level stakeholders and handling confidential information. Personal attributes Trusted, discreet, and dependable. Highly organized, proactive, and detail-oriented. Calm and effective in a fast-moving, ambiguous environment. Comfortable working independently while exercising sound judgment about when to involve others. Collaborative and confident when engaging with stakeholders across functions, cultures, and levels of seniority. Able to balance operational excellence with a broader understanding of business priorities.
Confidential
