We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the CEO of our Americas Region. This is a high visibility role in a dynamic and rapidly growing region of a leading international firm.
Executive Support:
- Manage a complex business calendar, including scheduling meetings, coordinating appointments, and handling last-minute changes across multiple time zones.
- Coordinate all business travel arrangements (flights, accommodations, ground transportation, visa requirements, itineraries), which may require after-hours support for last-minute changes.
- Prepare, process, and reconcile corporate expense reports in a timely and accurate manner.
- Liaise professionally with internal teams, clients, and stakeholders on behalf of the CEO, working closely with the CEO's Chief of Staff.
- Manage the CEO's administrative tasks, exercising professional judgment and discretion in handling sensitive corporate and personnel-related matters.
- Prepare, review, format, and coordinate executive-level documents, presentations, and correspondence aligned with Egis' internal governance standards, in coordination with the CEO's Chief of Staff.
- Prepare briefing packs and background notes ahead of key meetings (bios, agendas, prior actions).
- Coordinate logistics for recurring executive meetings (scheduling, agendas, pre-read distribution).
- Assist with logistics for executive events, conferences, and site/client visits, including conference registrations, professional memberships, sponsorships, and speaking-engagement coordination.
- Route documents for signature and approval (DocuSign, POs, invoices) and track completion.
- Maintain organized and confidential filing in SharePoint/Teams.
- Other duties as may be assigned, including liaising with embassies, consulates, immigration authorities, and third-party agencies to facilitate visa approvals and resolve issues.
Personal Assistance:
- Track and monitor expiration/renewal dates for personal documentation such as driver's license, multiple international visas/passports, etc.
- Handle ad hoc personal errands and special projects as assigned, ensuring confidentiality and discretion at all times.