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Demonstrable experience in the key responsibilities of the role, as described above in the job posting.
- Extensive experience as an Executive Assistant, Personal Assistant or Secretarial experience at Director or Senior leadership level.
- Experience with executive level calendar management, domestic or international travel coordination.
- Advanced MS Office knowledge (Word, Excel, Outlook, PowerPoint).
- High proficiency of English; open to other EU languages.
The Global Engineering Services (GES) organization is looking for an Executive Assistant who wants to work in a fast-paced, exciting, and growing organization. We are looking for someone to support two Directors on our Global Standards and International GES organization in Luxembourg and EU.
The GES EMEA D&C Team covers all 3 Miles and provides D&C capability support across International, EC, EU/EU. AMET hence it operates across 3 continent time zones.
Key job responsibilities
- Proactively manage executive's complex calendars with attention to accuracy, detail, and allocation of time to promote productivity and recognize the need to re-prioritize as appropriate.
- Travel coordination, domestic and international. Create detailed travel itineraries and coordinate with in-house travel agents to ensure smooth transitions between time zones; manage international travel processes including passport, visas, and any other applicable documentation.
- Organize and manage meetings (may include setting agendas and driving follow-up of action items), off-sites, on-sites, and team-based social events, with associated budgets and logistics. International travel is required.
- Process expense reports and invoices.
- Act as liaison between the Director, their directs and associated teams.
- Work in partnership with org leaders, functional business partners (e.g., Finance, HR) and other EAs to provide seamless support to the Directors and their teams.
- Understand the business priorities and identify process improvements to create efficiency and scale for the Senior Leaders and their leadership teams.
- Tracking and driving completion of key deliverables and follow-up on outstanding items.
- Successfully complete critical aspects of deliverables with a hands-on approach, including drafting various documents and correspondence, and other tasks that facilitate the Directors ability to effectively lead their teams.
- Support annual operational planning process, business planning and performance review cycles.
- Experience in a fast-paced, high-tech company working with leaders supporting Global Business and process driven environment would be beneficial.
- Degree level qualification or equivalent.
- Narrative writing skills
- French, German, Polish, Arabic, Turkish, Afrikaans and Zulu are considered preferred qualifications.
