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Executive Assistant, Whs International Operations
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**DESCRIPTION**:
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.
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
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.
