Strategic Planning Team - TEMP Executive Assistant
About The Position
The Executive Assistant to the Head of Americas plays a critical role in supporting executive operations, regional governance, and strategic coordination across the Americas region. This position is responsible for managing executive schedules, coordinating regional meeting governance, supporting AHQ visitors and communications, maintaining management reporting materials, and ensuring efficient execution of executive priorities and administrative processes. The ideal candidate possesses exceptional organizational skills, attention to detail, strong communication capabilities, and the ability to manage multiple priorities while interacting with senior leaders across global and regional organizations.
Requirements
- Previous experience supporting C-suites in a mid to large company
- Ability to work in fast paced environment with ability to multitask
- Strong interpersonal and communication skills both written and verbally
- Advanced Microsoft software (Excel, Power Point, Word, etc.)
- Associates Degree Required
- 1 – 2 years of direct experience as an executive assistant
Responsibilities
- Manage the Head of Americas' calendar, business travel, and executive schedules.
- Coordinate domestic and international business trips, including itinerary planning, TR preparation, flight and hotel reservations.
- Process travel and operational expense reimbursements in compliance with company policies.
- Monitor and manage annual travel and operating expense budgets for the Head of Americas.
- Facilitate executive correspondence, approvals, and administrative requests.
- Serve as the primary point of contact for executive administrative matters and ensure seamless daily operations.
- Manage the overall governance framework of regional executive meetings and management committees.
- Develop annual, quarterly, and monthly executive meeting schedules and calendars.
- Coordinate meeting agendas, attendee lists, logistics, meeting invitations, and action item tracking.
- Prepare, consolidate, and distribute meeting materials and executive briefing packages.
- Maintain meeting archives, records, and historical management documentation.
- Monitor completion of action items and follow-up deliverables from executive meetings.
- Ensure timely circulation and proper version control of executive and management-level presentation materials.
- Compile, update, and maintain quarterly subsidiary status reports across the Americas region.
- Support executive-level reporting, presentations, briefing materials, and ad hoc management requests.
- Conduct market, industry, and macroeconomic research to support executive decision-making.
- Track key action items and follow-up activities arising from executive meetings and management directives.
- Support special projects and strategic initiatives assigned by the Head of Americas.
- Plan and coordinate regional and AHQ level meeting schedules to optimize the availability of the Head of Americas.
- Prepare and distribute consolidated monthly meeting calendars to relevant stakeholders across business units.
- Coordinate logistics and schedules for GHQ business travelers, including itinerary management, site visit arrangements, and local coordination.
Benefits
- Medical Insurance
- Vision Insurance
- Dental Insurance
- Health Care & Dependent Care Flexible Spending Accounts (FSA)
- Basic Life and AD&D as well as Short-Term & Long-Term Disability
- Paid Vacation, 14 Holidays, and Sick leave
- Hospital and Critical Illness Insurance
- Wellness Program and Gym Reimbursement
- 401(k) with Generous Matching
- Referral Bonuses
- Auto Allowance
- Quarterly Employee Lunches, Summer Refreshments, and Monthly Team Building Activities
- Discretionary Bonuses
- Tuition Reimbursement
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
