Staff Executive Assistant to Managing Director

The Staff Executive Assistant will provide high-level executive and secretarial support to the Managing Director, managing calendars, correspondence, and travel. This role requires meticulous attention to detail, exceptional organizational skills, and the ability to handle sensitive information confidentially. Key responsibilities include scheduling, documentation, meeting support, travel logistics, and acting as a gatekeeper. Candidates should have 8+ years of experience supporting C-level executives, be proficient in MS Office Suite, and possess strong interpersonal and communication skills.

Must Have

• Maintain and update MD’s daily calendar
• Proactively plan, confirm, and manage meetings
• Draft, edit, proofread, and format business correspondence
• Prepare meeting agendas, minutes, and action trackers
• Arrange internal and external meetings
• Ensure MD is briefed with pre-read documents
• Plan and coordinate domestic and international travel
• Prepare detailed travel itineraries
• Manage related expense claims
• Act as first point of contact for MD
• Handle routine inquiries and redirect
• Liaise with senior executives, clients, and partners
• Maintain and safeguard sensitive company and personal documents
• Ensure compliance with confidentiality and data protection policies
• Graduate in Business Administration, Secretarial Studies, or related field
• 8+ years of experience supporting C-level executives
• Strong command of written and spoken English
• Proficient in MS Office Suite, Outlook, Teams, and collaboration tools
• Experience coordinating international travel and complex scheduling
• Able to manage multiple priorities while maintaining accuracy
• Strong interpersonal skills and an executive presence
• Trusted to handle sensitive and confidential matters
• Zero tolerance for errors in scheduling, documentation, or communication
• Able to work with urgency and adapt to shifting priorities

Good to Have

• Additional languages

Perks & Benefits

• Career development & learning (About 17,000 free LinkedIn Learning courses in 10 languages, Mentoring & Coaching programs, Global Onboarding process as well as Virtual & f2f trainings)
• Time & flexibility (Flexible working hours & part-time work, Mobile work (specifications based on job profile and local requirements), Remote work from abroad / Workation (EU), Sabbatical (EU))
• Health & wellbeing (Health activities & programs, Health & Well-being LinkedIn Learning Journey, Health & Well-being Community)
• Your working environment (Employee events, Open & global community e.g. cross-site exchange through the virtuality of all meetings, Open office spaces)
• Rewards & benefits (Fair and transparent remuneration, Success participation, Performance-related recognition, customised benefit packages)

The Executive Assistant will provide direct, high-level executive and secretarial support to the Managing Director (MD), ensuring the smooth execution of daily schedules, correspondence, and travel arrangements. This role requires meticulous attention to detail, exceptional organisational skills, and the ability to handle sensitive information with the highest level of confidentiality.

Job Description

In your new role you will:

1. Calendar & Schedule Management

• Maintain and update the MD’s daily calendar, ensuring optimal scheduling and avoiding conflicts.
• Proactively plan, confirm, and manage meetings, conference calls, and appointments.
• Coordinate with global and regional teams to schedule across multiple time zones.

2. Correspondence & Documentation

• Draft, edit, proofread, and format letters, emails, and other business correspondence.
• Prepare meeting agendas, minutes, and follow-up action trackers.
• Maintain organized electronic and paper records for quick retrieval.

3. Meeting & Event Support

• Arrange internal and external meetings, including booking venues, sending invites, and preparing necessary materials.
• Ensure the MD is briefed with pre-read documents, presentations, and talking points ahead of each meeting.
• Record minutes when required and ensure timely distribution and follow-up.

4. Travel & Logistics

• Plan and coordinate domestic and international travel, including flights, accommodation, visas, and ground transport.
• Prepare detailed travel itineraries and briefing packs.
• Manage related expense claims and reimbursements.

5. Gatekeeping & Coordination

• Act as the first point of contact for all incoming calls and visitors to the MD, exercising discretion in screening and prioritizing.
• Handle routine inquiries and redirect to appropriate departments as needed.
• Liaise with senior executives, clients, and partners with professionalism and confidentiality.

6. Confidential Records & Filing

• Maintain and safeguard sensitive company and personal documents for the MD.
• Ensure compliance with corporate confidentiality and data protection policies.

**Your Profile

**You are best equipped for this task if you have:

• Graduate in Business Administration, Secretarial Studies, or related field.
• 8+ years of experience supporting C-level executives, preferably in a multinational or high-tech corporate environment.
• Strong command of written and spoken English; additional languages a plus.
• Proficient in MS Office Suite, Outlook, Teams, and other collaboration tools.
• Experience coordinating international travel and complex scheduling.
• Able to manage multiple priorities while maintaining accuracy.
• Strong interpersonal skills and an executive presence.
• Trusted to handle sensitive and confidential matters.
• Zero tolerance for errors in scheduling, documentation, or communication.
• Able to work with urgency and adapt to shifting priorities.

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