Senior Executive Assistant

BEL•New York, NY

2d•Hybrid

About The Position

We are seeking a highly skilled Senior Executive Assistant to provide high-level executive support to the CEO of North America for the Bel US & GoGo squeeZ entity. The ideal candidate is a proactive and agile problem-solver with a positive mindset, who thrives in a fast-paced, dynamic environment. Exceptional organizational and communication skills are a must, as is demonstrated ability to anticipate needs and juggle multiple priorities with professionalism and grace. This role calls for a high command of MS Office and digital productivity tools, the ability to work quickly and efficiently, and a strong attention to detail to expertly manage. complex calendars, meetings, travel arrangements, and high-profile events seamlessly. The Senior EA will be tech-savvy, quick to learn new systems, and adept at navigating evolving priorities. The successful candidate will embody the utmost professionalism, demonstrate sound judgement, and handle confidential information with complete discretion. Building strong, positive relationships with leaders and the broader support team will be essential, along with the autonomy and initiative required to deliver best-in-class executive support.

Requirements

5+ years of experience as an executive assistant or in a similar role
Associates degree (two years) in business training preferred
Experience working with senior-level executives and handling sensitive information discreetly
Strong communication (both written and verbal) and interpersonal skills; approachable with ability to maintain positive relationships at all levels in the organization.
Advanced proficiency in Microsoft PowerPoint, Excel and Outlook is required
Proficiency in other applications such as: travel and expense management tools (concur), One Note, Adobe, etc.
Strong organizational and time-management skills, with the ability to manage multiple priorities
Excellent organizational skills with focus on accuracy and attention to detail.
Experience providing team mentorship and setting best practices.
Proven ability to coordinate and collaborate effectively across different time zones and global teams.
Ability to work independently and collaboratively in a fast-paced environment.
Acts as a champion of GoGo SqueeZ spirit, actively promoting a positive, inclusive, and fun workplace culture aligned with company values.

Nice To Haves

Experience in Canva or other design software with the ability to create visually compelling presentations that effectively communicate key information or use Generative AI tools is a plus

Responsibilities

Autonomously manages complex and dynamic agenda for the CEO in partnership with the Chief of Staff to ensure alignment with both short-term and long-term priorities.
Provides complete calendar management in Outlook with minimal oversight, proactively resolving conflicts, and making independent logistical decisions.
Strategically prioritizes meetings and optimizes the CEO’s time, coordinating with internal and external stakeholders and efficiently managing schedules across time zones. Utilizes advanced features of MS Office and digital tools (Teams, OneNote, SharePoint) for scheduling, document organization, and effective communication.
Prepares executives for meetings and travel by reviewing materials for quality, ensuring all documents are complete, accessible, and well-organized, and ensures timely follow-up on meeting action items and decisions for strong execution.
Maintains the highest level of confidentiality while managing sensitive documents and participating in confidential discussions.
Organizes visits from global leaders and provides comprehensive support for the planning and execution of CEO-led events.
Coordinates all event logistics, including agenda development, invitation management, preparation and assembly of meeting materials, as well as handling catering and dinner arrangements, and any other requirements to ensure successful events.
Plans and executes leadership events with minimal supervision, including North American leadership offsites and the US Advisory Board.
Handles all aspects of event logistics, including but not limited to: venue selection, attendee coordination, material preparation, contract negotiation with legal, and budget management for all expenses.
Proactively seeks opportunities to streamline and simplify processes, leading to greater efficiency and effectiveness across all aspects of executive support.
Coordinates complex domestic and international travel arrangements for the CEO, including arranging flights, accommodations, ground transportation, and comprehensive itineraries.
Resolving travel issues and last-minute changes independently, ensuring seamless execution and minimal disruption.
Manages all travel and expense activities with accuracy and timeliness, strictly adhering to company Travel & Expense (T&E) policy.
Processes and files executive expense reports, maintaining detailed tracking and compliance, and secures timely approvals.
Collaborate with vendors and internal stakeholders to secure preferred rates, negotiate amenities, and maximize travel efficiency.
Keeps abreast of travel safety protocols, visa requirements, and international regulations as needed.
Analyzes and reconciles expense data, identifying opportunities for process improvement and cost optimization.
Collaborates with HR, Finance, and executive leadership to manage budgets for North American and CEO-related expenses, including vendor setup and invoice processing.
Tracks and reconciles financial activities, ensuring expenditures comply with company policies and budget guidelines.
Make strategic operational and logistical decisions to drive office efficiency and effectiveness.
Supports procurement and contract management for office services and supplies, maintaining cost control without compromising quality.
Identifies and implements process improvements for budget oversight and overall office operations.
Partners closely with other Executive Assistants and administrative staff to ensure seamless cross-functional support, coverage, and communication.
Continuously shares best practices, resources, and learnings with the EA team to drive operational excellence across the organization.
Facilitates open teamwork among EAs to enhance executive support and office operations.
Champions the GoGo SqueeZ brand spirit in the workplace, fostering a positive, vibrant, and inclusive culture aligned with company values.
Initiates or supports office activities and communications that celebrate GoGo SqueeZ, including engagement events, product spotlights, and team-building initiatives.
Ensures the office environment remains clean, well-organized, and welcoming, proactively collaborating with the EA team to oversee day-to-day office management and uphold company standards.
Acts as an ambassador for Bel and GoGo SqueeZ culture, reinforcing collaboration, innovation, and fun throughout the office.