Executive Assistant

The Executive Assistant provides proactive, high-trust operational support to senior leaders, with a focus on calendar and meeting management, expense administration, event and offsite coordination, and workshop preparation. This role is highly detail-oriented, calm under pressure, and uses Notion, G-Suite and Slack as a core systems and available AI tooling to keep plans, information, and stakeholders aligned.

What you'll be doing:

1) Executive calendar and time management (primary)

• Own complex calendars across multiple time zones, balancing focus time, 1:1s, team rituals, and external commitments.
• Drive scheduling logistics end-to-end:
  • Send agendas and pre-reads.
  • Confirm attendees.
  • Adjust when priorities shift at short notice.
• Maintain a single source of truth for recurring cadences (weekly leadership meetings, 1:1 rotations, key monthly forums).
• Protect executive time by filtering meeting requests and ensuring meetings have a clear purpose, desired outcomes, and preparation.

2) Meeting and workshop preparation

• Gather inputs and content for sessions (leadership meetings, workshops, all-hands contributions).
• Build and maintain preparation checklists and timelines for workshops and offsites.
• Coordinate pre-work from participants and ensure materials are ready on time.
• Capture actions and follow-ups and keep owners accountable (lightweight support, not a program manager role).

3) Offsites and event organization

• Plan and coordinate leadership offsites, team events, and workshops:
  • Venue sourcing and vendor coordination.
  • Agenda logistics, room setup needs, catering, and AV requirements.
  • Participant communications, calendars, and travel guidance when relevant.
• Maintain run-of-show documents and contingency plans.

4) Expense and admin operations

• Submit and track expense reports, reconcile receipts, and ensure policy compliance.
• Coordinate approvals and follow up on missing documentation.
• Support purchase requests where needed (for example, event deposits and travel bookings), in collaboration with Finance and Workplace.

5) Executive travel coordination

• Arrange end-to-end travel (flights, hotels, ground transport), including changes and disruptions.
• Ensure itineraries are easy to follow and consolidated in one place.

 

We're looking for someone with :

• Has demonstrated experience supporting senior leaders in a fast-paced environment.
• Has excellent calendar management skills (complex scheduling, time zones, conflicting priorities).
• Has strong written communication skills in English: concise updates, clear requests, calm tone.
• Has high attention to detail and strong follow-through.
• Is comfortable handling confidential and sensitive information.
• Has solid expense administration capability and is comfortable working with Finance processes.
• Has event and offsite coordination experience (end-to-end ownership).
• Is confident user of Notion (or equivalent tools) to organize work with high quality.
• Is comfortable working across Europe time zones (with occasional flexibility).
• Is able to handle occasional travel coordination outside standard hours (as exceptions, not the norm).