Key Responsibilities:

Executive and Calendar Management

• Manage complex executive calendars across multiple time zones, ensuring strategic alignment of priorities and seamless coordination across departments.
• Treat diary management as a project management function: tracking milestones, dependencies, and follow-ups to support effective decision-making.
• Prepare agendas, pre-reads, and briefing notes for meetings and leadership sessions, including follow-ups with internal and external stakeholders on behalf of executives.
• Track follow-up actions, ensuring completion and alignment with organizational objectives.
• Support C-suite communication flow, ensuring executives are briefed, prepared, and connected to key initiatives.

Travel and Expense Coordination

• Plan and coordinate domestic and international travel for all associates, including flights, accommodations, itineraries, and meetings.
• Manage all travel documentation, visa processes, and compliance with company policies.
• Process and reconcile expenses accurately and promptly, maintaining oversight of executive budgets.
• Prepare summaries or reports to support executive decision-making.
• Demonstrate understanding of multiple currencies and international coordination.

Database and Information Management

• Maintain accurate, up-to-date records across internal systems and databases (e.g., CRM, ERP, or collaboration platforms).
• Proactively manage data capturing, version control, and information accuracy across shared platforms.
• Support documentation management, ensuring ease of access and version integrity for all executive files.

Operational Support

• Manage administrative systems and processes that underpin executive efficiency in a remote environment.
• Coordinate vendor relationships, subscriptions, and digital tools supporting executive operations.
• Contribute to continuous improvement of administrative workflows and communication systems.
• Support remote team meetings, all-hands sessions, and leadership coordination activities.

Internal Communications and Coordination

• Draft and distribute internal communications, announcements, and executive correspondence.
• Liaise across departments to coordinate deliverables and track cross-functional priorities.
• Serve as a professional and trusted representative of the executive office in all interactions.

Requirements:

• Minimum of 4 years’ experience providing administrative support to senior leadership teams in a remote or distributed environment.
• Proven expertise in complex calendar management, international travel logistics, and expense reconciliation.
• Strong proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and remote collaboration tools such as Zoom, Slack, Teams, or Asana.
• Experience using CRM or ERP systems such as HubSpot.
• Exceptional organizational skills with meticulous attention to detail and follow-through.
• Demonstrated proactive mindset, with the ability to anticipate needs, think critically, and act independently to drive progress.
• Excellent written and verbal communication skills with professionalism and discretion.
• Comfort working autonomously and collaboratively in a remote, global environment.