Specialist, Administrative support

• Manage complex calendars and schedules, including coordinating travel, meetings & appointments
• Supports leaders’ mailbox. Act as a gatekeeper in assessing and prioritizing requests
• Coordinate meetings by preparing agendas, taking minutes and ensuring the necessary materials are available
• Handle sensitive information and confidential communications with discretion
• Arrange travel itineraries, accommodations, and transportation for executives, including managing visa processes and insurance
• Coordinate logistics for events such as conferences, seminars, and internal meetings
• Organize stakeholder visits and manage related logistics like invitation letters and pick-ups
• Submit and track executive expense reports, including reconciliation of statements (e.g., corp cards)
• Assist with benefit reimbursements and procurement support
• Oversee invoice approvals within agreed thresholds
• Prepare presentations, emails, contracts and other documents for executive review
• Maintain and organize all relevant project documents in digital repositories (e.g. Google Drive)
• Prepares and organizes data to support reporting and decision-making, ensuring accuracy and actionable insights
• Manage projects, deadlines and related tasks. Adaptable to changing requirements and requests
• Handle incoming and outgoing correspondence, including emails, letters & calls with sensitivity
• Act as the point of contact between executives and internal/external stakeholders
• Supporting with HR related topics such as people review, development plans and practicalities
• Help with spreadsheets and presentations as per business requirements
• Ensure effective communication and coordination within the GCC Management team office and other executive offices
• End-to-end planning and support with internal/external meetings or events
• Perform general office administration tasks
• Create agendas, take notes, track actions, and ensure follow-ups for department meetings
• Collaborate with facilities and management teams on operations-related matters

• Bachelor’s degree required, Master’s degree is preferred
• 5+ years of proven experience as an Executive Assistant or in a similar role
• Proficiency in spreadsheets, presentations and basic data analysis
• Strong organizational and time-management abilities
• Excellent written and verbal communication skills
• Strong attention to detail and ability to handle confidential information
• Discretion, confidentiality, and professional demeanor
• Ability to work independently or as part of a team
• Proactive, solution-oriented, with strong problem-solving skills
• International experience preferred

International experience

• A dynamic and diverse work environment with opportunities for growth
• Competitive compensation and benefits
• Collaboration with global teams and exposure to senior leadership