Executive Assistant to Chief Executive Officer

Overview
The Executive Assistant provides high-level administrative, logistical, and operational support to the Office of the CEO, ensuring the efficient coordination of the CEO's international agenda, business travel, and executive commitments.

Working closely with the Chief of Staff, the role is responsible for managing the CEO's complex calendar, coordinating extensive international travel, and ensuring all executive engagements are meticulously planned and executed.

The successful candidate will demonstrate exceptional organizational skills, outstanding attention to detail, and a proactive approach, anticipating requirements before they arise while maintaining the highest standards of professionalism, discretion, and confidentiality.

Context
The Executive Assistant will report to the Chief of Staff and work as part of the CEO Office, supporting the effective planning and coordination of the CEO's day-to-day activities.

The Chief of Staff will act as the primary point of contact for prioritization, strategic direction, and day-to-day coordination of the CEO Office. The Executive Assistant will translate these priorities into seamless execution by managing the CEO's agenda, international travel, meetings, logistics, and administrative activities.

The role requires close collaboration with the Executive Leadership Team, Executive Relations Coordinator (ERC), Human Resources, Finance, WTTC Members, government representatives, external partners, airlines, hotels, travel providers, and other key stakeholders to ensure the CEO's commitments are delivered efficiently and professionally.

Operating in a fast-paced international environment, the Executive Assistant must be capable of managing multiple priorities simultaneously, adapting quickly to changing circumstances, and maintaining absolute confidentiality when handling sensitive information.

Key Responsibilities
Executive Calendar & CEO Journey Management

Manage the CEO's complex international calendar in alignment with priorities established by the Chief of Staff.

Coordinate all aspects of the CEO's business travel, including flights, accommodation, visas, ground transportation, transfers, check-in, travel documentation, connectivity arrangements, and accompanying travellers where applicable.

Ensure all travel itineraries and executive commitments are accurately reflected in the CEO's calendar.

Coordinate meetings, executive briefings, and logistical arrangements to ensure the CEO is fully prepared for all engagements.

Protect the CEO's time by maintaining appropriate scheduling, including administrative time, breaks, and balanced meeting commitments.

International Travel Management
Plan and coordinate all aspects of domestic and international business travel, including:

Flight quotations and ticket purchasing

Seat reservations

Airport transfers

Ground transportation

Travel insurance coordination where required

Hola Fly and international connectivity arrangements

Distribution of travel documentation and itineraries

Travel arrangements for accompanying travellers where applicable

Visa applications and travel documentation

Ensure all travel plans are accurately reflected in the CEO's calendar

Executive Coordination

Coordinate Welcome Calls and ensure all briefing materials are prepared and scheduled.

Update Salesforce and internal tracking systems with meeting information.

Coordinate interviews for prospective WTTC staff.

Support Executive Leadership requests as required.

Coordinate weekly staff call logistics alongside Human Resources.

Assist with executive communications and scheduling requests.

Process reimbursement requests accurately and on time.

Reconcile Executive Assistant corporate card expenses.

Coordinate supplier invoices including transportation providers.

Ensure supporting documentation is complete and compliant with company policies.

Stakeholder Management
Develop strong working relationships with:

WTTC Members

Government representatives

Hotels

Airlines

Transportation providers

External partners

Success Measures

Executive travel delivered flawlessly and on time.

High CEO satisfaction with administrative support.

Accurate and well-managed executive calendar.

Efficient coordination of meetings and executive engagements.

Timely completion of expense reconciliations.

Zero missed travel or scheduling deadlines.

Accurate records and documentation.

Efficient procurement and supplier coordination.

Proactive resolution of issues before they impact the CEO.

#J-18808-Ljbffr