Executive Assistant for Senior Management

Company Description

About Us

We are a global leader in events, conferences, exhibitions, and experiential marketing. With teams and clients across international markets, we deliver high-impact, memorable experiences that connect brands with audiences around the world. We pride ourselves on creativity, precision, and seamless execution.

Role Overview

The Executive Assistant (EA) provides comprehensive administrative, operational, and project support to a Senior Management Executive in a fast-paced and highly collaborative environment. The EA will act as the Executive's right handmanaging schedules, coordinating global communications, assisting with event-related deliverables, and ensuring that priorities are executed efficiently.

The ideal candidate is proactive, detail-oriented, and comfortable working across cultures, time zones, and business functions. This role requires strong communication skills, a high degree of professionalism, and the ability to remain calm and organized under pressure.

Key Responsibilities

Executive Support

• Manage the Executive's calendar, meetings, and commitments across global time zones.
• Coordinate domestic and international travel, including flights, accommodations, visas, itineraries, and event schedules.
• Prepare meeting agendas, briefing documents, presentations, and follow-up actions.
• Review, prioritize, and organize incoming communications and requests.
• Serve as a trusted liaison between the Executive and internal/external stakeholders.

Operational & Administrative Support

• Assist with development of reports, dashboards, and executive updates.
• Track key deadlines, deliverables, and strategic priorities.
• Handle expense reports, purchase orders, and budget-related administrative tasks.
• Maintain and organize confidential files and documentation.
• Support the daily operations of the Executive Office as needed.

Event & Project Coordination

• Coordinate logistics for high-profile events, meetings, and executive engagements.
• Liaise with production, operations, marketing, and client-service teams to ensure the Executive is fully briefed and prepared for event-related responsibilities.
• Support special projects led by the Executive, including cross-functional initiatives and strategic planning activities.
• Assist with onsite event coordination when required (travel may be necessary).

Communication & Stakeholder Management

• Draft professional correspondence, presentations, and internal communications on behalf of the Executive.
• Build and maintain strong working relationships with internal departments, partners, and clients.
• Ensure clear, timely communication of updates, decisions, and actions to relevant teams.

Qualifications

Required

• 35+ years of Executive Assistant or senior administrative support experience.
• Experience working in a global business environment; events industry experience is a plus.
• Excellent written and verbal communication skills.
• Strong proficiency in Microsoft Office Suite and/or Google Workspace; familiarity with project management tools (e.g., Asana, Monday.com) is beneficial.
• Ability to manage shifting priorities and operate effectively in a fast-paced setting.
• High level of discretion and professionalism when handling sensitive information.

Preferred

• Previous experience supporting senior executives or leadership teams.
• Experience coordinating international travel and supporting onsite event operations.
• Strong organizational and project coordination skills.
• Ability to anticipate needs and take initiative with minimal direction.

Key Competencies

• Exceptional organizational and planning skills
• Proactive mindset and problem-solving ability
• Strong communication and interpersonal skills
• High attention to detail
• Ability to multitask and manage competing priorities
• Cultural awareness and global mindset
• Professionalism, discretion, and integrity

What We Offer

• Opportunity to support a senior leader in a globally recognized events company.
• Exposure to international operations and world-class events.
• A dynamic, collaborative, and creative work environment.
• Competitive compensation and benefits package.