Administrative Assistant, Commercial, EMEA

• Providing administrative to the VP Marketing EMEA, plus two additional VP Level commercial leaders
• Providing support and project management for key projects with the leaders teams
• Microsoft 365 expertise: advanced use of Outlook, Teams, Word, Excel, PowerPoint, OneDrive, SharePoint, and Forms for efficient workflow and collaboration
• Diary & time management: complex diary management across global time zones, prioritisation of competing demands, and proactive forward planning
• Meeting & event preparation: scheduling, agenda creation, preparing materials, managing Teams/VC links, room bookings, and ensuring smooth hybrid meeting experiences
• Travel & expense coordination: end to end travel planning, visa requirements, itinerary creation, and processing business expenses via systems such as Concur
• Inbox & communication support: monitoring, triaging, drafting emails, and managing incoming queries while ensuring an approachable, open door support style
• Operations & logistics: handling incoming mail, maintaining office supplies, and ensuring seamless day to day office functioning for stakeholders
• Documentation & minute taking: capturing accurate meeting minutes and maintaining well structured documentation for easy retrieval
• List and data management: maintaining email distribution lists, shared folders, contact directories, and records across systems
• Systems and platforms: confident working with organisational systems such as Concur, PeopleSoft, intranet tools, and financial or reporting platforms
• Collate and distribute reports: ensure all relevant activity reports are gathered, organised, and shared on time as required
• Meeting coordination: manage venues, logistics, agendas, minutes, and follow ups for recurring and ad hoc meetings
• Travel & accommodation arrangements: organise flights, hotels, transfers, and itineraries for individuals and teams
• Technology coordination: set up Teams calls, webinars, hybrid meetings, and troubleshoot minor technical issues
• Diary and schedule management: oversee appointments, buffer times, and strategic scheduling for leaders
• Handling information requests: respond promptly and professionally to requests for information, support, or guidance
• Stakeholder liaison: communicate with internal and external partners to resolve queries on behalf of leaders
• Membership & subscription management: maintain professional memberships, track renewal cycles, and provide recommendations for continuation
• Shared resource management: maintain shared folder systems, collaborative workspaces, and group documentation
• Content & brand support: assist with photography or image searches, source branded merchandise, giveaways, and promotional items

• Previous administrative experience is essential
• Preferably experience gained through working with a senior-level leader and/or multiple stakeholders
• Preferably in a fast-paced and multicultural environment
• Strong communication skills (verbal, listening, writing)
• Advanced user of Outlook, Word, Excel, PowerPoint
• Excellent typing speed and accuracy of spelling and grammar, layout and content formation essential
• Highly organized, detail-oriented, deadline-driven, resourceful and efficient approach required
• Ability to manage varying needs and prioritizing to ensure best business results
• Ability to maintain and treat confidential information with discretion at all times
• High School Diploma or equivalent required
• Attention to Detail
• Organisational Skills
• Technical Proficiency: Microsoft365
• experience with financial systems (e.g., SAP, Oracle) is an advantage
• Communication: Clear and professional communication with internal teams and external vendors
• Problem-Solving: Ability to identify issues and propose practical solutions
• Team Collaboration: Works effectively within a team and supports colleagues as needed

Knowledge of commercial, and marketing processes and terminology is a plus