Executive Assistant

Executive Assistant

Summary

Location: Prague (Hybrid) OR Madrid (Hybrid) OR Cluj (Hybrid) OR Letterkenny (Hybrid)

Rate: Negotiable

Duration: 6 Months

About the Client

Our client is a global technology leader delivering mission-critical solutions to the air transport industry. Their products connect airlines, airports, aircraft and governments, enabling secure, reliable and innovative digital operations worldwide.

They are looking to hire an experienced Executive Assistant to support an executive team member

based in Geneva.

About the Role

You will be responsible for assisting a Senior Vice President or GEO President in all administrative and coordination matters, thereby assuring the interface with all departments and organizations in the company. You will provide a comprehensive range of administrative/secretarial services to support the SVP/GEO President.

You will also have to familiarize yourself with the content of the cases treated by the SVP/GEO President in order to prioritise and highlight key issues which need to be resolved.

The success of this job will depend on the incumbent's ability to ensure the smooth and efficient

running of the SVP/GEO President office, in a pro-active and timely manner, and with the requisite

professionalism, confidentiality and discretion as well as tactful relationship and customer care

behaviour.

Key Responsibilities:

• Monitor Lotus Notes messages and ensure efficient follow up;

• Ensure day-to-day administrative responsibilities; manage and follow-up the SVP's/GEO President's incoming and outgoing mail and messages; manage his/her agenda and ensure appropriateness and timeliness of arrangements for meetings, travel, accommodation, and events;

• Maintain and enhance the filing system;

• Filter and highlight priority situations and tasks requiring immediate action;

• Screen calls, re-direct and problem solve as appropriate;

• Prepare reports and presentations in liaison with managers and SVPs/GEO Presidents;

• Organize meetings and conferences, both in-house and externally, including preparation of agendas, coordination of logistics, compilation and distribution of required documentation and presentations; handle follow-up actions where necessary;

• Handle travel arrangements as well as related expense claims, liasing with internal travel

desk;

• Welcome and host visitors ensuring that a professional image is maintained at all times;

• Assemble required information and manage delivery of action items generated during meetings;

• Handle customer calls and make sure that they are resolved within appropriate timeframes;

• Ability to handle sensitive and confidential material strictly in accordance with policy and instructions.

• Give directions and instructions.

What we are looking for

Required Experience:

• Minimum 5 years experience in a similar role acquired in a fast-paced multinational business

environment.

Education & Qualifications

• Secretarial diploma or College Diploma in office administration or equivalent

Candidates must be willing to work 3 days per week in the office, 2 days remote