Job Summary
We are looking for a highly organized and proactive Executive Assistant to support one of our Senior Vice President mainly during UK business hours, and flexible to work across time zones with a global team. This role involves managing calendars, meetings, and internal communications, as well as coordinating events and key administrative processes. The ideal candidate is reliable, detail-oriented, demonstrates strong proficiency in digital business tools, and comfortable working independently across global time zones.
Key Responsibilities & Duties:
Manage complex calendar scheduling and meeting coordination for the Senior Vice President (SVP)
Prepare agendas for Engagement Town Halls, Capacity Development, and Engagement Leadership calls
Take notes and track action items for meetings; follow up to ensure timely completion
Organize in-person group meetings, including logistics, scheduling, and agenda preparation
Maintain departmental intranet platforms (WeCann and Community Wiki)
Approve travel requests in Salesforce and track SVP’s absences in spreadsheets
Approve expenses and absences in the Safeguard portal
Help record goal setting and performance assessments in the dedicated system for SVP’s direct reports; manage evaluation scheduling
Process purchase orders, invoices, and requisitions using ReqLogic/Oracle
Perform additional administrative or coordination tasks as assigned
Required Knowledge, Skills, and Abilities (KSAs):
Proficiency in Excel, Word, PowerPoint, and Adobe
Professional Strong written communication; able to draft clear reports and summaries
Fast notetaking or shorthand ability preferred
Highly organized, detail-oriented, and able to manage multiple tasks
Discreet, diplomatic, and culturally sensitive team player
Works independently with minimal supervision; collaborative mindset
Familiarity with project management and experience supporting boards
Flexibility to work across time zones with a global team
Education and Experience Requirements:
Bachelor’s degree or equivalent experience
Minimum 5 years of experience in an international environment support senior leaders or executives
Experience with the tools mentioned in this job description will be considered as an asset
Language: fluency, both written and spoken, in English is required.
Note: The salary range provided here is a general estimation for the position at the time of posting based on the primary location. Salary ranges vary based upon geographic regions and countries. Final compensation packages take into consideration of a variety of factors including but not limited to a candidate’s location, work experience, knowledge, skills and other compensable factors.
