Executive Assistant – Head of Legal (Primary Support)

📋 Description

• • Are you a highly organized, proactive, and detail-oriented professional seeking to leverage your exceptional administrative skills in a dynamic, global environment? Assist World Technologies Private Limited, a rapidly expanding global dessert brand with a significant international presence across the US, UK, and Canada, is seeking a dedicated and experienced Executive Assistant to provide primary support to our Head of Legal and secondary support for expense reporting to up to three additional executives.
• • This pivotal role is designed for an individual who thrives in a fast-paced corporate setting, possesses a high degree of discretion and professionalism, and excels at managing complex administrative tasks with efficiency and accuracy. As a key member of our scaling executive team, you will play an instrumental role in ensuring the smooth operation of our legal department and contributing to the overall productivity of our senior leadership.
• • Your core responsibilities will encompass comprehensive calendar management, meticulous expense reporting, seamless travel coordination, and high-level executive administrative support. You will be the organizational backbone for the Head of Legal, ensuring their time is optimized and their administrative needs are met with precision. Furthermore, your ability to manage expense reporting for multiple executives will be crucial in streamlining financial administration across the leadership team.
• • Key Responsibilities in Detail:
• • Executive Calendar Management:
• • Masterfully manage and maintain a complex, dynamic executive calendar for the Head of Legal, ensuring all appointments, meetings, and commitments are accurately reflected and prioritized.
• • Proactively schedule, reschedule, and coordinate internal and external meetings, liaising with diverse stakeholders across various departments and external organizations to find optimal times.
• • Strategically prioritize incoming requests and protect the executive's valuable time, acting as a gatekeeper to ensure focus on critical tasks and strategic initiatives.
• • Anticipate potential scheduling conflicts and proactively resolve them, ensuring minimal disruption to the executive's workflow.
• • Monitor and manage multiple inboxes related to scheduling needs, responding promptly and professionally to all inquiries.
• • Expense Reporting & Administration:
• • Efficiently manage monthly expense reporting processes, primarily utilizing SAP Concur, ensuring accuracy and adherence to company policies.
• • Meticulously collect, organize, and upload all necessary receipts and supporting documentation for expense submissions.
• • Accurately submit expense reports in a timely manner, ensuring prompt reimbursement and compliance.
• • Provide dedicated expense reporting support for up to three additional executives, guiding them through the process and ensuring their reports are submitted correctly and on schedule.
• • Travel Coordination:
• • Expertly book and coordinate executive travel arrangements, with a primary focus on train travel, ensuring all logistics are seamless and efficient.
• • Develop and manage detailed travel itineraries, including flight/train schedules, accommodation details, and meeting appointments.
• • Proactively monitor and manage any scheduling changes or travel disruptions, providing timely updates and alternative solutions.
• • Ensure all necessary travel documentation is prepared and readily available, facilitating smooth transit and adherence to any travel policies.
• • Executive & Administrative Support:
• • Provide comprehensive and proactive administrative support to the Head of Legal, anticipating needs and offering solutions.
• • Assist with the preparation of materials for meetings, including agendas, background documents, and minutes, ensuring all information is accurate and well-organized.
• • Support the creation and formatting of executive-level decks and presentations using Microsoft PowerPoint, ensuring a professional and polished final product.
• • Assist with a variety of general Microsoft Office-based tasks, demonstrating proficiency across Word, Excel, and Outlook.
• • Maintain a highly organized system for documentation and digital files, ensuring easy retrieval of information and adherence to record-keeping standards.
• • Act as a reliable point of contact for administrative inquiries, demonstrating professionalism and efficiency in all interactions.
• • Contribute to a positive and productive work environment through your proactive approach and commitment to excellence.
• • This role offers a unique opportunity to be an integral part of a growing international company, providing essential support that directly impacts the efficiency and success of our legal department and executive leadership. If you are a self-starter with a passion for organization and a commitment to delivering outstanding administrative support, we encourage you to apply.