Administrative Assistant-EMEA & APJ

About the Role:

The Administrative Assistant provides high-quality administrative and operational support to the EMEA & APJ Sales VPship team. The role is responsible for keeping senior leaders organized, on schedule, and focused on their highest priorities.

This is an execution-focused role centered on calendar management, travel coordination, expense administration, and day-to-day logistics. The position reports to the Executive Assistant to the CRO and is not responsible for business strategy, content ownership, or analysis.

What You'll Do:

Calendar & Schedule Management

• Own and manage complex, multi-time-zone calendars for EMEA & APJ Sales VPs.

• Anticipate and proactively resolve scheduling conflicts with minimal disruption.

• Prioritize meeting requests based on leadership priorities, business rhythms, and urgency.

• Coordinate effectively with internal and external stakeholders to schedule meetings efficiently.

• Ensure leaders are well prepared and their schedules remain organized and optimized.

Travel Coordination

• Coordinate end-to-end domestic and international travel, including flights, hotels, ground transportation, and visas.

• Develop clear, detailed travel itineraries and travel briefs to minimize friction for leaders.

• Monitor travel plans and proactively manage changes, delays, and disruptions.

• Ensure all travel arrangements comply with company policies and processes.

Expense Management

• Prepare, submit, and track expense reports on behalf of supported leaders.

• Ensure expenses are submitted accurately, promptly, and in accordance with company policies.

• Manage expense-related follow-ups, questions, and reconciliations as needed.

General Administrative Support

• Serve as the primary administrative point of contact and liaison for the EMEA & APJ Sales VPs.

• Manage incoming and outgoing communications, document distribution, and administrative inquiries with professionalism and discretion.

• Maintain well-organized digital files and ensure accurate record-keeping of key documents and administrative assets.

• Identify opportunities to improve administrative processes and proactively recommend practical solutions.

• Handle sensitive and confidential information with a high degree of discretion and sound judgment.

Scope of the Role:

The role is designed to enable senior leaders to focus on business priorities by taking ownership of operational and administrative responsibilities.

The following areas are out of scope for this position:

• QBR and Town Hall content, strategy, narratives, or metrics ownership.

• Business analysis, sales reporting, or data interpretation.

• People management or HR responsibilities.

• Budget ownership or financial decision-making.

WHat You'll Bring:

Required

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting senior business leaders.

• Demonstrated experience managing complex, multi-time-zone calendars with a high degree of accuracy and prioritization.

• Experience coordinating domestic and international travel and preparing detailed travel itineraries.

• Proficiency with expense management tools and processes.

• Excellent written and verbal communication skills in English, with professional fluency.

• Strong organizational and time-management skills, with the ability to manage multiple priorities without losing attention to detail.

• High level of discretion and sound judgment when handling sensitive or confidential information.

• Proficiency with productivity and collaboration tools such as Google Workspace, Microsoft 365, Slack, Zoom, and Concur or similar expense platforms.

Preferred:

• Experience supporting senior leaders within a global or matrixed organization.

• Experience working with stakeholders across multiple regions and time zones.

• Familiarity with EMEA business practices and European and Asia-Pacific working environments.

• Proficiency in one or more additional European or Asia-Pacific languages.

About the Team:

This role is part of a growing Executive and Administrative Assistant function designed to provide scalable, high-quality support to the company's Vice Presidents.

As the first EMEA & APJ-focused Administrative Assistant, you will have an opportunity to help establish best practices, shape administrative processes, and define what exceptional administrative support looks like as the team grows.

This is an opportunity for a highly organized, proactive, and detail-oriented professional to make a meaningful impact by enabling senior leaders to operate efficiently across regions and time zones.

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