Executive Assistant, EU Design & Construction

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Description

The Global Engineering Services (GES) organization is looking for an Executive Assistant who wants to work in a fast-paced, exciting, and growing organization. We are looking for someone to support two Directors on our Global Standards and International GES organization in Luxembourg and EU.

This Executive Assistant will be responsible for handling confidential information and maintaining professionalism in dealing with senior executives. Role responsibilities include managing multiple complex calendars, planning and organizing events of all sizes, and coordinating domestic and international travel. This candidate will help build a positive team environment and establish working relationships inside and outside of the group.

The GES EMEA D&C Team covers all 3 Miles and provides D&C capability support across International, EC, EU/EU. AMET hence it operates across 3 continent time zones.

Key job responsibilities

The EA will manage critical meetings in a fast-paced environment. Our ideal EA candidate is organized, innovative, knowledgeable, and forward-thinking when it comes to ensuring smooth operations. The position requires the capacity to work successfully in a team environment as well as attention to detail, efficient organizational skills, and the ability to meet tight deadlines. The EA will lead a team of Executive Assistants located globally.

The successful candidate will possess the ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the total picture. Some flex hours may be required.

• Proactively manage executive's complex calendars with attention to accuracy, detail, and allocation of time to promote productivity and recognize the need to re-prioritize as appropriate.
• Travel coordination, domestic and international. Create detailed travel itineraries and coordinate with in-house travel agents to ensure smooth transitions between time zones; manage international travel processes including passport, visas, and any other applicable documentation.
• Organize and manage meetings (may include setting agendas and driving follow-up of action items), off-sites, on-sites, and team-based social events, with associated budgets and logistics. International travel is required.
• Process expense reports and invoices.
• Act as liaison between the Director, their directs and associated teams.
• Work in partnership with org leaders, functional business partners (e.g., Finance, HR) and other EAs to provide seamless support to the Directors and their teams.
• Understand the business priorities and identify process improvements to create efficiency and scale for the Senior Leaders and their leadership teams.
• Tracking and driving completion of key deliverables and follow-up on outstanding items.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting various documents and correspondence, and other tasks that facilitate the Directors ability to effectively lead their teams.
• Support annual operational planning process, business planning and performance review cycles.
  
  

Basic Qualifications

• Demonstrable experience in the key responsibilities of the role, as described above in the job posting.
• Extensive experience as an Executive Assistant, Personal Assistant or Secretarial experience at Director or Senior leadership level.
• Experience with executive level calendar management, domestic or international travel coordination.
• Advanced MS Office knowledge (Word, Excel, Outlook, PowerPoint).
• High proficiency of English; open to other EU languages.
  
  

Preferred Qualifications

• Experience in a fast-paced, high-tech company working with leaders supporting Global Business and process driven environment would be beneficial.
• Degree level qualification or equivalent.
• Narrative writing skills
• French, German, Polish, Arabic, Turkish, Afrikaans and Zulu are considered preferred qualifications.
  
  

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