Senior Executive Assistant

Job Summary

We are seeking a highly organized and proactive Senior Executive Assistant to support the VP of International Operations at Integrant. This role involves a wide range of administrative, operational, and strategic tasks to ensure seamless execution of executive functions. The ideal candidate will act as a liaison between executives and teams, manage calendars, oversee audits, and streamline processes to enhance efficiency across the organization.

Key Responsibilities

Administrative and Executive Support

• Manage and organize the executive calendar, schedule meetings, and ensure deadlines are met.
• Coordinate and prepare agendas, minutes, and follow-ups for leadership meetings.
• Act as the primary liaison between the executive team and internal stakeholders.
• Manage confidential information and maintain discretion at all times.

Process Management and Oversight

• Audit vacation applications, evaluations and other internal processes to ensure compliance and accuracy.
• Supervise and guide team members, including the Senior Office Administrator and Office Manager responsible for visa applications, medical insurance, procurement, facilities and other administrative tasks.
• Ensure timely completion of recurring processes, including audits and HR documentation.

Communication and Coordination

• Follow up with managers to track progress on deliverables and provide status updates to leadership.
• Serve as a communication hub between the executive office and other departments, facilitating collaboration and alignment.
• Prepare and draft reports, presentations, and executive summaries as needed.

Project and Process Optimization

• Lead the planning and execution of office initiatives such as audits, building renovations, and operational improvements.
• Coordinate and participate in offer meetings, ensuring accurate documentation and timely follow-up on decisions and next steps

US Visa Applications

• Supervise visa application processes, ensuring accuracy in documentation and compliance with requirements.
• Prepare necessary letters and forms for applications.

Tools and Systems Management

• Utilize Actiplans and Activetrack for auditing, reporting, and tracking employee data and activities.
• Identify opportunities to optimize workflows through effective use of organizational tools and technologies.

Required Skills and Experience

• Minimum of 5 years of experience in a similar executive assistant or operations role.
• Excellent command of written and spoken English, with strong communication and interpersonal skills.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Strong organizational and time-management skills with acute attention to detail.
• Proficiency in Microsoft Office Suite.
• Experience in supervising staff and managing cross-functional tasks.

Preferred Skills and Experience

• Familiarity with US visa application processes and compliance.
• Background in auditing or operational reporting.
• Experience in handling confidential information and sensitive executive matters.

Education

• Bachelor’s degree in Business Administration, Operations Management, or a related field preferred.

Personal Attributes

• Proactive problem solver with a solution-oriented mindset.
• Exceptional interpersonal skills and the ability to build trust and rapport with stakeholders.
• Strong analytical skills and a continuous improvement mindset.

• Why Integrant?
• Competitive compensation package
• PTO, full medical and dental coverage, etc.
• In-house Technical and English training programs
• Interest free loans
• Flexible work schedules
• Perks: events, sponsored lunch, game area, rooftop hangout + more!