Job Description

If you have a strong skillset and solid experience, thrive in a fast-paced environment, and can handle the responsibilities of supporting senior executives, we encourage you to apply. Join our team and play a significant role in our executive office, making a meaningful impact.

As an administrative executive assistant, you will have the chance to work with different leaders and teams, oversee special projects, and contribute to our organization's overall efficiency. In this position, your tasks will include calendar management and executives’ busy schedules, coordinating important tasks for stakeholders, and handling confidential information with discretion. Your excellent organizational skills, attention to detail, and ability to prioritize effectively will ensure the smooth functioning of our executive office. Excellent communication skills are crucial as you will be the main contact person for both internal and external stakeholders. You will represent our executives professionally and diplomatically. Your proactive mindset and problem-solving abilities will help address challenges and identify opportunities for improvement.

The shift for this role will North America (9pm-6am) aligned to the North America business to be supported, with the possibility of changing shifts as per assignment.

The Role

Schedule Management

Responsible for managing the calendar of the Executive which includes scheduling/declining meetings, setting-up agenda, logistics and peripherals needed for the meeting.

Travel, Guest Support

Plans the travel of the executive. Itineraries, key people to meet and agenda are discussed and agreed for the planned business travel. As a host, he/she coordinates the agenda of incoming guests, assists on room reservation, temporary access card and other requirements for the guests’ visit.

Events Management

Plans and leads events related to the function of the executive, includes budgeting and cost effectiveness. Collaborates with different vendors and corporate functions if needed such as IT (Information Technology), communications, marketing, procurement, and finance.

Vendor Sourcing

Sources vendors specific to the needs of the business and accredits them as needed. Also act as the administrative manager for the team’s contingent workers, responsible for the on-boarding and off-boarding. Contingent workers’ timesheets are reconciled against received invoices to ensure correctness of the expense.

Record Keeping

Handles correspondence, memoranda, contracts, and proposals with high levels of discretion. Also responsible for maintaining/monitoring records relevant to the function of the executive.

Payment, Expense Support

Adaptable to utilizing different systems needed to process payments and expense. Coordinates with the vendor or corporate support when issues arise and ensures that payments and expenses are booked in the correct charge code, following finance timelines. They aid in raising expense reimbursement and tracks/prepares expense report, shared timely to the executive.

Presentation, Comms Support

Supports the executive on drafting reports and presentations including data gathering, analysis, and insights – or working with other groups to obtain the required analysis and insight. May work with communications team in preparing comms (Newsletter, Townhall Presentations, Video Materials, Colleague Announcements) supporting different initiatives and activities of the executive.

Intranet/License Renewal Support

Be equipped at managing Team Collaboration Sites, design and lay-out to setting-up of accesses and folder structure. Also responsible for renewing licenses critical to the execution of the tasks of the executives’ team

Client Work, Project Management Support

May be assigned temporarily to handle client work such as billing, invoicing, data scrubbing, forms validation, ticket management, content research – relevant to the need of the business. To provide Project Management support, which includes assisting to draft a project plan, monitoring of project milestones, facilitates issue resolution, and trigger post go-live review.

Requirements:

• Bachelor's degree in a relevant field or equivalent work experience
• At least 7 years' relevant experience in administrative support roles preferred
• At least 3 years' relevant experience in executive administrative support roles preferred
• Proficient computer skills, including MS Office (Word, Excel, PowerPoint)
• Able to work in a hybrid scenario (onsite and work from home), and work with others in a hybrid scenario
• Can work in different shifts (APAC, EMEA, North America) and can work with others in different shifts
• Proven experience in high-level administrative roles, supporting senior executives or leadership-level personnel
• Exceptional organizational and time management skills in fast-paced environments
• Excellent written and verbal communication skills, with keen attention to detail and polished document production
• Advanced proficiency in Microsoft Office suite and collaboration platforms
• Discreet handling of highly confidential information with unwavering professionalism
• Strong problem-solving and proactive decision-making abilities
• Outstanding interpersonal skills for confident interaction with stakeholders at all levels
• Flexibility to adapt and work independently with minimal supervision
• Demonstrated professionalism, integrity, and confidentiality

Skills

• Advanced Administrative Skills: Proficiently handle complex calendars, prioritize tasks, and

efficiently manage executive-level responsibilities

• Exceptional Communication: Effectively interact with stakeholders, representing the executive team professionally and diplomatically
• Organization and Time Management: Prioritize tasks, meet deadlines, and manage schedules

effectively

• Attention to Detail: Ensure accuracy and professionalism in documents, data analysis, and

communication

• Confidentiality and Discretion: Maintain utmost confidentiality when handling sensitive information
• Problem-Solving: Proactively address challenges, identify improvement opportunities, and implement effective solutions
• Technology Proficiency: Possess advanced proficiency in office software, collaboration platforms,

and relevant tools

• Interpersonal Skills: Foster positive relationships with individuals at all levels, promoting effective

communication and collaboration in a cross-cultural environment

• Flexibility and Adaptability: Adjust to changing priorities and work independently with minimal

supervision

• Professionalism and Integrity: Exhibit high standards of professionalism, integrity, and

confidentiality

• Research and Analytical Skills: Gather and analyse data, providing valuable insights for decision-

making

WTW is an Equal Opportunity Employer