Executive Assistant

Job Description

Job Description

Job Overview:
Search Solution Group is seeking an Executive Assistant on behalf of our client, a leading manufacturer and solutions provider for the retail ecosystem. This role plays a critical part in supporting the Management Board while ensuring the efficient day-to-day operations of the Corporate Center. Reporting to the VP of HR, the Executive Assistant will provide high-level administrative support, coordinate executive activities, and serve as a key point of contact across internal teams and external stakeholders. This position requires a highly organized, detail-oriented professional who thrives in a fast-paced, collaborative environment.

Key Responsibilities:

• Provide comprehensive administrative support to the Management Board and oversee Corporate Center operations
• Coordinate internal and external meetings, including scheduling, agendas, materials, and logistics
• Manage complex executive calendars, ensuring alignment with priorities and minimizing conflicts
• Arrange domestic and international travel, including flights, accommodations, itineraries, and required documentation
• Serve as a central communication hub, sharing updates and information across departments
• Support external communications with clients, vendors, and partners in a professional and timely manner
• Manage Corporate Center operations, including reception duties, mail handling, office logistics, and event coordination
• Maintain and update digital communication boards across locations
• Prepare, format, proofread, and manage documents, presentations, and reports
• Assist with budget tracking, expense monitoring, and vendor negotiations for cost control
• Identify and implement process improvements to enhance administrative efficiency
• Utilize technology and systems such as Microsoft Teams, Smartsheet, and CRM tools to streamline workflows
• Coordinate VIP visits, customer meetings, and executive-level engagements
• Support planning and execution of company events, trainings, and internal meetings
• Assist with special projects as assigned by leadership

Requirements include:

Education:

• Bachelor’s degree in Business Administration, Marketing, or a related field preferred

Experience:

• 2+ years of experience in executive calendar management required
• 2+ years of experience coordinating travel arrangements required
• Experience in an administrative, executive support, or sales/marketing support role preferred
• Experience working in an onsite office environment required

Skills:

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Teams, Excel, PowerPoint, Outlook)
• Experience with Smartsheet and CRM systems preferred
• Strong attention to detail and problem-solving skills
• Ability to manage domestic and international travel logistics

Certifications:

• Not required; administrative or project management certifications are a plus

Knowledge:

• Understanding of executive support and office management best practices
• Familiarity with international travel requirements, including passport and visa coordination preferred
• Knowledge of CRM systems and digital communication tools
• Basic understanding of data tracking and reporting

Key Competencies:

• High level of professionalism and discretion with confidential information
• Strong time management and prioritization skills
• Ability to work independently while supporting multiple stakeholders
• Excellent interpersonal and customer service skills
• Adaptability in a fast-paced environment
• Proactive mindset with strong initiative and follow-through
• Collaborative team player with strong cross-functional communication