Executive Assistant, WHS International Operations

Workplace Health and Safety team seeks an exceptionally bright, self-motivated and customer obsessed Executive Assistant to support two Directors in WHS International Operations organization, in our head office in Luxembourg.

This role requires strong organizational skills with the ability to complete multiple tasks and projects quickly with little guidance, as well as react with appropriate urgency to situations and events that require quick response or turnaround. The candidate will coordinate a team of executive assistants located globally.
The ideal candidate will be a detail oriented, experienced planner with the demonstrated ability to make smart and timely decisions, while maintaining a broader awareness of the organization and business priorities.

The Executive Assistant will need to build effective working relationships inside and outside of the organization with discretion and integrity. The successful candidate will be energetic, have impeccable attention to detail, and will be able to work effectively in an ambiguous environment while preserving a flexible nature.

Candidates without an executive assistant background will be considered.

The role offers a diverse work environment and plenty of opportunities for development and career growth. WHS org has a variety of projects to join or lead and actively drive progress and success for the teams. Project work can be related but is not limited to subjects like Engagement, Recruiting, Training or Process Improvement.

As a community the EAs work together to deliver large scale events and to share workload when priorities demand additional support - commitment to teamwork is essential.

The role will be based in Luxembourg (LU).

Key job responsibilities
The EA will manage critical meetings in a fast-paced environment. Our ideal EA candidate is organized, innovative, knowledgeable, and forward-thinking when it comes to ensuring smooth operations. The position requires the capacity to work successfully in a team environment as well as attention to detail, efficient organizational skills, and the ability to meet tight deadlines. The EA will lead a team of Executive Assistants located globally.
The successful candidate will possess the ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the total picture. Some flex hours may be required.
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.

Basic Qualifications:
- A Bachelor degree or equivalent level of qualification in line with the European Qualifications Framework (EQF)
- 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.

Preferred Qualifications:
- Experience in a fast-paced, high-tech company working with leaders supporting Global Business and process driven environment would be beneficial.

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