Executive Assistant II, International Design & Construction
The Global Engineering Services International (GESI) Design & Construction (D&C) organisation is looking for an experienced, resourceful and highly organised Executive Assistant to support two senior leaders. The role supports a Director-level organisation that operates across multiple countries and time zones from Latin America to Australia.
The ideal candidate is a detail-oriented, experienced planner who can respond effectively and efficiently whilst maintaining flexibility, composure and a good sense of humour.
The individual in this role must understand business priorities, anticipate needs, and help build capacity for the leadership team. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior executives inside and outside the company, is essential. The successful candidate can complete complex tasks with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without always knowing the whole picture.
Key job responsibilities
Calendar, Travel & Time Management
The role is expected to engage with an empowered fast moving international team across countries and nationalities appreciating different time zones while providing working time flexibility as needed.
About the team
The Executive Assistant helps ensure the smooth operation of the GESI D&C team which has 230 employees across LATAM, Europe and APAC, including 3 Directors and 25 Senior Managers. The role manages schedules, coordinates global and regional meetings and team events, and handles communication so the leaders can focus on decision-making. The role works closely with global and regional teams and with the wider EA community, who share workload when priorities demand additional support, commitment to teamwork is essential.
We generally expect employees to work from our offices five days a week, whilst allowing flexibility for personal circumstances.
The ideal candidate is a detail-oriented, experienced planner who can respond effectively and efficiently whilst maintaining flexibility, composure and a good sense of humour.
The individual in this role must understand business priorities, anticipate needs, and help build capacity for the leadership team. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior executives inside and outside the company, is essential. The successful candidate can complete complex tasks with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without always knowing the whole picture.
Key job responsibilities
Calendar, Travel & Time Management
- Manage complex, multi-timezone calendars for two Directors, resolving conflicts and ensuring time reflects business priorities.
- Coordinate domestic and international travel, and manage expense report coordination and submission. Drive reduction of travel spending.
- Anticipate scheduling needs around recurring business rhythms (WBRs, QBRs, planning cycles, talent discussions) and build them into the calendar.
- Organize weekly and monthly 1:1’s, Stakeholders, Mentoring and Coaching meetings with employees in all continets.
- Support the operating rhythm of the organisation: distribute pre-reads and agendas in advance, track action items after meetings, and follow up on items.
- Track and help drive completion of key deliverables.
- Prepare and curate content on behalf of the leaders where needed, including emails, presentations and agendas.
- Support the annual planning and performance review cycles, helping drive the team through the annual calendar cycle.
- Work with the leadership team, recruiting and other Executive Assistants to provide support across the organisation.
- Act as a liaison for the leaders' direct reports.
- Collaborate closely with the wider Ops GEMS EA team, including proxying for other EAs when they are out of office.
- Collaborate and interact with EAs in other organizations in a way to find working meeting time slots.
- Organise, execute and assist with team activities: staff meeting agendas, all-hands meetings, off-sites and team social events, including events held outside the home location.
- Identify and implement improvements to administrative processes that reduce friction and improve efficiency.
- Organise team events within budget. Recommend to reduce budget.
- Have fun at work and help others do the same.
The role is expected to engage with an empowered fast moving international team across countries and nationalities appreciating different time zones while providing working time flexibility as needed.
About the team
The Executive Assistant helps ensure the smooth operation of the GESI D&C team which has 230 employees across LATAM, Europe and APAC, including 3 Directors and 25 Senior Managers. The role manages schedules, coordinates global and regional meetings and team events, and handles communication so the leaders can focus on decision-making. The role works closely with global and regional teams and with the wider EA community, who share workload when priorities demand additional support, commitment to teamwork is essential.
We generally expect employees to work from our offices five days a week, whilst allowing flexibility for personal circumstances.
Basic Qualifications
- Experience with Microsoft Office products and applications
- 3+ years of executive assistant experience
- Bachelor's degree
Preferred Qualifications
- Experience leading process improvements
- Experience in a fast-paced, high-tech company
- Experience designing processes to maximize efficiency
- Experience with executive level calendar management, or experience prioritizing and handling multiple assignments at any given time while maintaining commitment to deadlines
- Experience with domestic or international travel coordination, or experience managing multiple calendars
- Experience handling confidential information and maintaining professionalism in dealing with senior executives, or experience at Amazon