Executive Assistant - Sales

Job Summary

We are looking for a reliable and task-oriented Executive Assistant to support our EMEA sales leadership. As Executive Assistant, you will help Clearwater run smoothly by supporting leadership and maximizing their productivity.

The ideal candidate possesses mature judgement in tackling initiatives with minimal direction while maintaining confidentially in their work.

Responsibilities:

• Acts as primary access agent, manages calendars, and prepares executive for meetings

• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals

• Possesses the ability to complete complex tasks and projects quickly with little to no guidance

• Reacts with appropriate urgency to situations that require a quick turnaround, and takes effective action without having to know the total picture

• Processes monthly expense reports 

• Assists with organising staff and office events

• Understands basic company organisation, working relationships, and business partner roles and responsibilities 

• Successfully manages complex executive calendar; including vetting, prioritising and providing recommendations

• Tracks and helps drive completion of key deliverables and follows up on outstanding items

• Streamlines inbound/outbound communications, maximizes productivity and ensures all requests receive attention with the proper level of urgency

• Assists with planning Clearwater’s annual calendar and facilitates the integration and prioritization of business activities (ex: financial operational planning meetings)

• Successfully coordinates total travel including air and ground transportation, hotel reservations, security, visas and other travel documentation

• Maintains an efficient flow of information between all levels including internal and external contacts on a wide spectrum of plans and priorities

• Drafts internal and external communications on behalf of executive

• Assists team with budgets, invoices, and successfully resolves any AP or AR issues

• Assists with annual budget and headcount planning

• Files expense reports and proactively tracks reimbursement status

• Manages projects, internal and external meetings and large-scale events from budget planning through logistical coordination (ex: company party, town hall meetings, etc.)

• Partners with Facilities, IT and security to resolve any logistical issues

• Assists recruiting for executives, including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding 

Requirements:

• 5+ years’ experience in executive administration

• Effective communicator, both verbally and with written correspondence

• Exemplary planning and time management skills

• Ability to multitask and prioritise workload daily

• Strong attention to detail, accuracy, confidentiality and ability to meet deadlines

• Require little instruction on day-to-day work and general instruction on new assignment

• A passion to learn, to contribute and to reinforce the culture throughout your interactions

• Discretion and confidentiality

• Excellent knowledge of MS Office