Integrated Facilities Management

What this job involves:

We are looking for a highly proactive, organized, and business-minded Executive Assistant to the Regional Head who can operate as a trusted partner and strategic enabler to the leadership team.

The Executive Assistant organizes and coordinates executive outreach and external relations efforts.. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This is more than a traditional Executive Assistant role. The ideal candidate will work closely with the Regional Head to manage priorities, drive follow-ups, coordinate cross-functional activities, and ensure key business initiatives move forward effectively.

Key Responsibilities

- Calendar Management and Scheduling: Support the coordination of calendars for multiple team members by scheduling meetings, managing recurring appointments, and resolving basic conflicts or overlaps.
- Travel Coordination and Expense Reporting: Arrange Domestic & International travel, including flights, lodging, and ground transportation. Submit and track expense reports to ensure timely processing and compliance with company policies.
- Assistance with Routine Requests:



Respond to and complete day-to-day support tasks from assigned team members, including gathering information, preparing simple documents, or coordinating follow-ups as needed.
- Meeting and Call Logistics: Set up virtual meetings and conference calls, send calendar invites, coordinate agendas or presentation materials, and ensure participants have the necessary access and information.
- Departmental Meeting Support: Assist with the planning and coordination of larger team meetings such as department-wide or all-hands meetings. This may include helping with agendas, compiling/preparation presentation materials, tracking attendance, and managing follow-up communications.
- Event and Offsite Logistics: Provide support for logistical planning and coordination of team offsites or internal events, including venue research, vendor communication, scheduling, and material preparation.
- Multi-Team Support: Provide reliable and organized support to multiple managers or departments, helping to streamline communication, manage basic workflows, and handle general coordination duties in a fully remote environment.
- Additional Support: Availability to help with tasks from other team members to support overall executive support tasks.





Requirements

- Bachelor's degree in business administration, Management, or a related field
- 5years of relevant experience as an Executive Assistant, Executive Business Partner, or similar role
- Proven experience supporting senior leadership
- Excellent communication, interpersonal, and stakeholder-management skills
- Strong business acumen and understanding of organizational priorities
- Exceptional organizational and time-management abilities
- Ability to manage multiple priorities in a rapid-paced environment
- Strong ownership, follow-up, coordination, and problem-solving skills
- High level of discretion, confidentiality, and professional maturity
- Excellent written and verbal English communication
- Proficiency in Microsoft Office, Google Workspace, and presentation tools
- Ability to work independently, anticipate requirements, and exercise sound judgment

Key Competencies

Strategic Thinking | Business Acumen | Executive Presence | Stakeholder Management | Communication | Confidentiality | Proactive Ownership | Problem Solving | Prioritization | Business Partnering

Ideal Candidate

We are looking for someone who doesn't simply manage the schedule, but understands the Regional Head's priorities, connects the dots, drives accountability, and helps the organization execute better.

If you are an experienced executive support professional who combines strong organizational skills with business judgment, ownership, and strategic thinking, we would be keen to hear from you.

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