Executive Assistant

This role provides executive level administrative support to the Vice President and General Manager of Asia Pacific, as well as the Vice President of Global Services & Traveler Care Asia-Pacific, including working directly with high-level internal regional and global stakeholders.

Key Accountabilities:
Executive Support:

- Manage key logistic aspects of the VP’s offices, including calendar management, domestic and international travel plans, timely and thorough expense management, and miscellaneous activities in support of the APAC GM VP’s team
- Manage all level of administrative duties and anticipate the needs of the APAC GM
- Extensive diary management:

- Set up meetings for the VP&GM APAC and the VP Traveler Care APAC
- Coordinate meeting logistics - scheduling sessions, booking rooms, inviting attendees (internal and external) and booking virtual-technology tools etc
- Prepare, review, and submit expense claims in accordance with company policy
- Travel management - book flights, hotels, and transfer management - in accordance with company policy
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives

General:

- Prepare and edit presentations and other materials
- Work closely with stakeholders to arrange team meetings and business reviews
- Liaise with other areas of the business for any regular company operational meetings where VP, GM or VP TC input is required
- Liaise frequently with Executive Leadership Team and global VPs and their EAs as required
- Read and analyse inbound requests, communications, agendas, and memos and determine significance - route to appropriate team or leader in a timely and efficient manner
- Facilitate new vendor set up process when required
- Process purchase orders and invoices as required
- Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
- Organize team communications and plan events, both internally and offsite

Skills and Experience:

- 10+ years’ experience as an executive assistant
- Strong time-management/organisational skills and the ability to balance competing priorities
- Outstanding interpersonal and communication skills (both written and verbal)
- Exceptional Word, Excel, and PowerPoint skills
- Proven collaboration skills with the ability to establish and maintain strong working relationships with key stakeholders

Key Attributes:

- High energy, detail oriented, pro-active, and able to work well under pressure
- Demonstrated ability to multitask efficiently, solve problems and manage tight deadlines
- Handle changing priorities with mínimal supervision in a dynamic and fast-paced environment
- Highly organized with good follow-up skills
- Ability to remain composed under pressure and be able to prioritise based on business impact
- Flexible to support APAC/global timings
- Tact, discretion, and impartiality where circumstances require
- A high level of personal integrity and reliability
- A positive attitude with a focus on continual improvement
- Independent and self-driven
- High degree of emotional intelligence
- Superior attention to detail

Location

Australia - Sydney

It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.

GBT Recruitment Privacy Statement