KEY RESPONSIBILITIES
Executive & Administrative Support:
* Serve as the main administrative point of contact and key information source for clients, internal and external stakeholders, leadership teams, and associates.
* Manage calendars, schedule meetings, and coordinate video/phone conferences.
* Handle confidential documentation, correspondence, and follow-up actions.
* Prepare reports, emails, texts, presentations, and company-wide communications.
* Track HR global team holidays and manage email distribution lists.
* Responsible for managing and overseeing DocuSign processes across EMEA, ensuring proper execution of digital signatures and compliance with company policies.
Travel & Expense Management:
* Organize national and international travel, including visa and passport arrangements.
* Process and track expense reports, ensuring timely resolution of issues.
Event & Initiative Coordination:
* Plan and organize internal/external events, Client Events, Events HR initiatives, and diversity & inclusion campaigns.
* Manage partnerships with stakeholders and coordinate leadership participation in industry events.
Communication & IT Support:
* Maintain internal SharePoint sites, Teams spaces, and company newsletters.
* Draft, edit, and distribute official communications, presentations, and reports.
* Approve IT access requests and manage signatures via DocuSign.
Procurement & Financial Coordination:
* Process purchase requests and manage invoices for HR-related costs.
Talent & Training Support:
* Assist in organizing training programs and development initiatives.
* Support recruitment and coordination of interns.
Cross-Functional Collaboration:
* Work closely with other executive assistants and internal teams to ensure seamless operations.
REQUIRED SKILLS AND EXPERIENCE:
Education & Experience:
* Associate degree or 5+ years of experience as an Executive Assistant in a global organization.
* Minimum 3 years supporting multiple executives.
Key Skills:
* Highly efficient, flexible and quick, with a clear separation of planning responsibilities
* Fluency in English and Spanish (written & spoken).
* Experience with SAP for travel expenses and office purchase orders.
* Excellent communication and organizational skills.
* Ability to handle confidential information with discretion.
* Strong multitasking, problem-solving, and time management abilities.
* Advanced proficiency in MS Office (Outlook, Excel, Word, PowerPoint).
* Experience in event coordination and presentation creation.
* Ability to thrive in a fast-paced, high-demand environment.
* Positive attitude and strong team collaboration skills.
* Willing to respond to phone calls outside of regular working hours when needed.
* Experience with Docusign