Executive Assistant Job at Hootsuite (Luxembourg)

Job Description

We're seeking an exceptional Executive Assistant who goes beyond administrative support to become an indispensable strategic partner. In this role, you'll serve as a trusted advisor to our executive leaders, offering valuable insights while creating seamless communication channels across the organization. Your proactive leadership ensures smooth operations as you anticipate and resolve problems before they escalate. With exceptional organizational abilities, critical thinking skills, and business acumen, you'll contribute directly to strategic decisions while managing competing priorities with ease. The ideal candidate excels at relationship management, drives innovation in workflows, and demonstrates expertise in administrative best practices - all while maintaining a steadfast commitment to the company's objectives and becoming an essential force behind your executive’s and team's collective success. This role is hybrid and candidates need to be based out of Luxembourg or nearing countries.

Job Responsibility

Project Management: Drive cross-functional initiatives from concept to completion, collaborating across teams and departments to align efforts, maintain momentum, and deliver outcomes that advance company goals.
Event Planning: Lead the end-to-end planning of global team offsites and events, including agenda development, hotel contract negotiations for room blocks, meeting spaces, and catering, as well as coordinating team activities and securing external speakers.
Backoffice Coordination: Partner with internal departments - including Tax and others - to coordinate executive presence across global offices, ensuring the right information is collected, shared, and actioned in a timely manner.
Executive Time Management: Manage schedules and ensure alignment with key business priorities by utilizing strategic prioritization techniques and a deep understanding of company goals.
Relationship Management: Cultivate strong relationships with key stakeholders, both internal and external, to foster collaboration and streamline communications.
Ownership of Planning and Execution: Increase productivity by planning, executing, and owning tasks, and ensuring accountability for the timely completion of key deliverables.
Meeting Management: Oversee end-to-end planning and execution of meetings, including agenda development, logistics, documentation of key outcomes, tracking and reporting of action items to support effective management of productive meetings.
Process and Systems Management: Develop systems and workflows to enhance efficiency, improve organization, and create streamlined processes.
Information Consolidation: Gather and organize organizational data and information, consolidating it into clear executive summaries to support decision-making and streamline communication.
Complex Scheduling and Calendar Management: Provide dynamic and flexible scheduling and calendar support. Assist with thorough preparation for all commitments, including creating and reviewing briefing materials, meeting agendas, and itineraries.
Personal Task Management: Manage personal appointments and coordinate events, tasks and activities to support a balanced and efficient work-life integration.
Email Inbox Management: Efficiently manage and prioritize incoming emails, ensuring timely responses to urgent matters, organizing communication for easy access, and filtering out unnecessary distractions to maintain focus on high-priority tasks.
Global Travel Management: Oversee the planning and coordination of both domestic and international travel, including oversight and approval of Department travel. This includes handling complex itineraries, managing travel documents, and ensuring all logistics are in place. Accuracy and a keen attention to detail are critical.
Expense and Budget Management: Manage travel expenses and other reimbursements in a timely manner.
Perform other related duties as assigned

Requirements

8-12 years of experience providing executive-level support, with demonstrated experience supporting senior executives in a fast and agile environment. Experience in the SaaS industry would be an asset.
Technical Proficiency: Demonstrated high aptitude for learning new tools, systems, and processes quickly, with the ability to adapt to evolving technologies and workflows. Strong working knowledge of Microsoft Office and Google Suite.
Global Travel Expertise: Significant experience managing complex global travel, including the preparation of all necessary documentation for international travel.
Adaptability: Thrive in a fast-paced, often ambiguous environment, and handle changes with a positive, proactive attitude.
Attention to Detail: Impeccable attention to detail in every task, ensuring flawless execution in scheduling, documentation, and travel arrangements.
Prioritization and Urgency: Skilled in managing and prioritizing multiple requests simultaneously while maintaining a focus on quality, urgency, and agility. The ability to manage time effectively across multiple time zones is essential.
Ownership and Initiative: Take ownership of tasks and projects with minimal supervision, anticipating needs and creating solutions that support the goals of the organization.
Strong Communication Skills: Excellent verbal and written communication skills, with the ability to clearly and effectively communicate across a wide range of stakeholders.
Integrity and Discretion: Display the highest level of integrity and professionalism, handling confidential information with discretion and sound judgment.

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