Administrative Support Specialist

Available Locations: Lisbon, Portugal or London, UK
About the role
Cloudflare is looking for a bright, proactive and detail-oriented Administrative Support Specialist to support the partner and sales organization.
This role is to support two senior leaders, requiring meticulous attention to detail, expert travel & logistics planning skills, and the ability to anticipate needs with minimal direction. It also requires the ability to work with team members at all levels, sometimes under pressure. A high level of integrity and discretion in handling confidential information is important, as is a positive attitude. The ideal candidate is a seasoned EA who understands the value in cultivating relationships and prides themselves on being a career EA. The role involves complex itinerary management, visa processing, and the ability to quickly adapt to changing circumstances. Confidentiality and a proactive approach are paramount.
Responsibilities:

• Admin: Provide excellent administrative support for members of the Executive Leadership team exercising high attention to detail and discretion to every matter. Plan, coordinate and execute meeting set-up and events. Including room set-ups, light catering, Audio/Visual set up, attendance tracking and materials distribution. Provide agendas, detailed data, information and resources in preparation for meetings.
• Calendar: Proactively own and flawlessly execute on calendars, prioritizing with purpose, deflecting with tact, and understanding both the short- and long-term impacts of each confirmed, declined, and rescheduled meeting. Ensure the leaders are equipped with all the necessary meeting information and manage inbound and outbound requests. If you enjoy "playing Tetris" with different Time Zones and schedules to help people get together, that would be a plus!
• Travel and Expenses: Plan all aspects of domestic and international travel, optimizing and balancing executives' time with cost of travel; monitoring flights for up to the minute changes; ensuring all documents and visas are secured and up-to-date. Ensure timely submission of expense reports through Navan.
• EA Team: Our EA team has a high degree of camaraderie and so the ideal candidate will enjoy partnering closely with their peers and foster teamwork.
• Supporting the EMEA Partner Office: Providing assistance on project management tasks and ensuring smooth operation within the partner organization. Examples could be helping to compile weekly update reports, tracking of submissions, some limited report running/tracking and other tasks.

Requirements

• You have 5-8+ years experience as an Executive Assistant in a high growth environment, prior experience supporting senior leaders
• Excellent verbal and written communication skills
• Working knowledge of Google Suite and major airline carrier's platforms
• Exhibits a strong work ethic, professionalism, confidentiality and good judgment
• Incredibly organized and resourceful, able to juggle and multi-task with acute attention to detail and follow through
• Personable with a can do attitude that sees no task or project to be too small or too big. Comfortable setting boundaries and respectfully pushing back when necessary to protect time and priorities.
• Handles situations with unclear instructions or changing priorities while working through ambiguity and thinking quickly to react promptly for unexpected issues