Senior Executive Assistant - EMEA

JOB SUMMARY

The Senior Executive Assistant will perform a variety of high-level administrative tasks and provide strategic support to Storyblok’s senior-level leaders. The incumbent’s responsibilities include managing calendars, organizing meeting agendas, making travel arrangements, preparing expense reports, and playing a key role in project management. To be successful in this role, you should be highly organized, possess exceptional time management skills, and have the ability to act autonomously with strategic insight.

ESSENTIAL JOB FUNCTIONS

Administrative Support:

• Manage calendars, schedule meetings, and coordinate appointments for the executive team with a strategic focus.
• Handle complex travel arrangements, including booking flights, accommodations, and creating detailed itineraries for business and personal work travel.
• Prepare and process travel expense reports, ensuring timely reimbursement.
• Keep the executive team informed of upcoming commitments, deadlines, and strategic priorities and remind them on deadlines. 
• Maintain and update the executives' calendars with a focus on optimizing time management and efficiency.

Strategic Communication:

• Act as a liaison between the executive team and internal/external stakeholders, fostering strategic relationships.
• Manage and orchestrate information flow across the executive team and various stakeholders efficiently and accurately.
• Communicate on behalf of senior executives with strategic insight and discretion.

Meeting Coordination and Strategic Planning:

• Arrange logistics and help preparing material for board meetings, executive team meetings, and other high-level events, ensuring strategic objectives are met.
• Plan, organize, and coordinate shareholder and external stakeholder meetings, including preparing agendas, leading communication, taking minutes, collecting needed information, and managing follow-ups.
• Coordinate the preparation of high-level meeting materials such as slides, company announcements, pre-read packages, intranet pages, etc.
• Ensure all meeting materials are prepared and distributed in a timely manner, aligning with strategic goals.

Project Management:

• Assist in the strategic planning and execution of projects and initiatives led by the executive team or led by you. 
• Track progress, deadlines, and deliverables, ensuring projects remain on schedule and align with strategic objectives.
• Coordinate with various departments to gather information and updates for executive review, ensuring alignment with strategic priorities.

EDUCATION AND EXPERIENCE❃

• Bachelor’s degree or equivalent experience.
• Minimum of 5 years of experience as an Executive Assistant or in a similar role supporting senior executives.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Google Workspace, and other relevant software.
• Ability to work independently and as part of a team in a remote environment.
• High degree of professionalism and discretion in handling confidential information.
• Experience in project management is a plus.