Job Title:
Executive Support Specialist
About the Role:
We are seeking a highly skilled and organized Executive Support Specialist to provide comprehensive administrative assistance to our IT Director. This role is crucial in ensuring seamless execution of executive-level activities and delivering high-quality support services.
Key Responsibilities:
* Calendar Management: Efficiently manage and coordinate complex schedules, arranging meetings, appointments, and conference calls across multiple time zones. Ensure timely updates and adapt to last-minute schedule changes.
* Documentation and Record-Keeping: Maintain and update critical documents, including processes, organizational charts, and internal reports. Ensure accuracy, version control, and accessibility of all documentation.
* Travel Arrangements and Coordination: Arrange domestic and international travel for the IT Leadership Team, including flights, accommodations, ground transportation, and itineraries. Handle changes to travel plans and ensure timely communication with executives.
* Financial Management and Supplier Relations: Raise and track purchase orders (POs) in a timely and accurate manner. Process and reconcile invoices related to IT suppliers and services. Manage expense reports for the IT leadership team in compliance with company policies.
* General Administrative Support: Act as the first point of contact for the IT Director, handling correspondence and inquiries professionally. Coordinate meeting agendas, presentations, and follow-up materials as required. Organize team events, offsites, and internal meetings.
* Collaboration and Communication: Work closely with the CCO's Executive Assistant to streamline communication and shared processes. Coordinate with internal and external stakeholders to ensure tasks and requests are handled efficiently.
Requirements:
Your profile should include:
* A minimum of 2 years of experience in an assistant role, preferably in a corporate or multinational environment.
* Experience supporting senior leadership and managing complex schedules, travel, and documentation.
* Excellent verbal and written communication skills in English.
* Proficiency in Microsoft Office 365 Suite (Outlook, Word, Excel, PowerPoint, SharePoint).
* Familiarity with enterprise tools such as ERPs, travel booking platforms, and expense management systems.
* Strong organizational and multitasking abilities, with the ability to prioritize and manage multiple deadlines.
* Comfortable working with purchase orders, invoice reconciliation, and cost tracking.
What We Offer:
This role offers a unique opportunity to develop your skills and knowledge in a fast-paced corporate environment. You will work closely with a dynamic team to deliver high-quality support services and contribute to the success of our organization.
How to Apply:
If you are a motivated and organized individual with excellent communication skills, please submit your application.