Senior Executive Administrative Assistant – MERA Cluster

** Role Summary
** This role provides high-level administrative and strategic support to the MERA Cluster President and regional office, ensuring the smooth and efficient operation of executive and team activities. The scope includes traditional administrative functions—such as calendar management, travel coordination, and expense reporting—as well as strategic support for leadership meetings, internal platforms, onboarding, and cross-functional initiatives. The successful candidate will collaborate closely with other administrative and operations professionals across the organization and must demonstrate exceptional organizational, communication, and problem-solving skills in a dynamic, fast-paced environment.

The Executive Administrative Assistant is responsible for proactively identifying and anticipating the needs of the supported team to ensure seamless operational support. This includes foreseeing potential issues before they arise, implementing preventive measures, and maintaining uninterrupted workflows. By minimizing distractions and logistical challenges, the assistant enables executives to remain focused on strategic priorities and high-impact decision-making.
** Key Responsibilities
**** Core Administrative Support
*** Manage complex global and regional calendars, schedule high-level meetings, and coordinate logistics for time-sensitive engagements involving multiple stakeholders.
* Arrange domestic and international travel, including visa applications and itinerary planning.
* Prepare and submit expense reports and reconcile corporate credit card statements.
* Maintain distribution lists, organizational charts, team rosters, and electronic filing systems.
* Utilize office management systems, ERPs, and enterprise platforms such as Microsoft Office Suite, Concur, Ariba, Web Ex, ePA3, Engage, and vendor credentialing tools.
** Meeting & Event Coordination
*** Organize and support internal and external meetings, including Business Reviews, Town Halls, 1:1s, forums, and leadership off-sites.
* Manage logistics, prepare agendas, talking points, presentations, briefing documents, and ensure follow-ups are tracked and completed.
* Coordinate customer/account visits, conference attendance, and serve as liaison between regional and global offices to ensure alignment.
** Operational & Project Support
*** Support strategic initiatives and culture programs.
* Track progress on executive-led projects and coordinate cross-functional efforts.
* Assist with onboarding logistics for new hires and internal transfers, including interview coordination, IT setup, workspace arrangements, and office logistics.
* Manage internal collaboration platforms such as SharePoint and Microsoft Teams sites.
** Internal & External Communications
*** Handle incoming and outgoing communications, including phone calls and emails, on behalf of executives, ensuring timely and professional responses.
* Draft and manage internal communications and updates across departments.
* Facilitate internal communication and distribute key information to stakeholders.
* Act as liaison between executives and internal/external stakeholders including senior leadership, enabling functions, and site security teams.
* Register visitors from other markets with the Security Team and coordinate with other site security teams for MERA Cluster President’s meetings abroad.
** Confidentiality & Judgment
*** Handle sensitive information with discretion and maintain confidentiality at all times.
* Use sound judgment to prioritize tasks and adapt work methods to different situations.
Use sound judgment to prioritize tasks and adapt work methods to different situations.
** Process Improvement & Collaboration
*** Identify and implement process improvements to enhance operational efficiency.
* Collaborate with other assistants and administrative professionals to ensure seamless workflow and coverage.
** Qualifications
* ** Minimum of 5 years of professional administrative experience.
* Proven ability to work independently with minimal supervision, exercising sound judgment and accountability.
* Exceptional organizational, time management, and prioritization skills.
* Strong verbal…