We are looking for an experienced Administrative Scheduling Coordinator/Executive Assistant to join our team and provide essential support to executives. This remote position requires working hours that overlap with the US, specifically from 12:00 to 20:00 CET.

The Role

You will be responsible for managing calendars, coordinating travel, and handling expenses for executives, ensuring smooth operations and effective time management.

Responsibilities

• Calendar Maintenance:
  • Monitor meeting attendance and check meeting room sizes and locations.
  • Ensure calendar entries include all necessary context, links, and attachments.
  • Color code meetings appropriately.
• Calendar Audit & Optimization:
  • Assess and audit the current calendar state to optimize time allocation.
  • Suggest and execute calendar clean-up based on audits.
  • Create meeting spreadsheets for analysis and recommendations.
• Calendar Coordination:
  • Schedule simple meetings and collaborate with ABPs or cross-functional partners.
  • Create complex meetings involving multiple executives and partners.
  • Allocate reserved time for focused work and email checking.
• Travel Planning & Coordination:
  • Work with executives to understand their travel preferences and requirements.
  • Research and book flights, accommodations, and ground transportation.
  • Coordinate with agencies and service providers to secure the best rates and ensure smooth travel.
  • Manage last-minute changes, such as flight cancellations, providing alternatives as needed.
• Expense Management:
  • Collect and review expense reports, ensuring compliance with company policies.
  • Verify receipts and supporting documents for accurate expense reporting.
  • Monitor expenses within the established budget.