Executive Assistant & Office Manager

As an Executive Assistant & Office Manager (Junior), you provide high-level administrativeandorganizational support to senior leadership within a dynamic, international environment.You report to and work closely with a Senior Executive Assistant, who provides overall coordination and guidance within the executive support function. In this setup, you contribute to the smooth running of the executive office while supporting and collaborating on key priorities and processes.

Acting as a trusted partner, you ensure the efficient day-to-day operation of the executive office. This role requires strong organizational skills, proactivity, and the ability to manage multiple priorities while maintaining professionalism and confidentiality. You play a key role in supporting business operations, coordinating meetings, managing communications, and contributing to internal processes. In addition, you support event coordination and general office management activities.

• Manage and coordinate executives' calendars, appointments, and priorities.
• Schedule recurring and ad hoc meetings, ensuring appropriate logistics and meeting rooms are arranged.
• Oversee meeting room planning and respond to availability requests across the organization.
• Arrange travel logistics, including flights, hotels, and transportation for executives and staff (domestic and international).
• Maintain an up-to-date overview of team availability and holiday schedules.
• Build and maintain a strong internal network to enable efficient coordination.
• Prepare meetings, presentations, and supporting materials.
• Draft agendas and ensure all relevant documentation is complete and distributed.
• Take accurate minutes in English and follow up on action points.
• Provide general administrative and secretarial support.
• Anticipate needs, identify priorities, and proactively support leadership in day-to-day activities.
• Screen and prioritize incoming digital and physical correspondence.
• Manage executives' inboxes and handle communications independently where appropriate.
• Ensure accurate and organized document filing and archiving according to established processes.
• Facilitate document approvals and signatures (both physical and digital, e.g. DocuSign).
• Handle ad hoc administrative requests across the organization.
• Coordinate office-related tasks such as ordering catering, supplies, or services (e.g. taxis, couriers).
• Support the organization of internal events and staff activities.
• Build and maintain strong working relationships with internal colleagues and external stakeholders.
• Act as a reliable point of contact for coordination and communication.
• Anticipate executive needs and address issues proactively.
• Resolve administrative and operational challenges efficiently and effectively.