About the role

Executive Assistant managing C-Suite operations and facilitating collaboration at International SOS. Ensure efficient scheduling and communication for executives in a health and security management firm.

Responsibilities

Calendar management for both executives (cognizant of complex meeting requirements across multiple time zones)
Travel and expense management for both executives, for both domestic and international trips; requires intimate knowledge of our company T&E and General Accounting Policies & Procedures to ensure compliance with Group standards.
Identifies areas that need policy checks against Intl. SOS standards or General Accounting Policies & Procedures. Understands when exemptions may be justified and escalates appropriately.
Coordinate agenda(s) during travel across internal and external stakeholders to ensure travel time is spent efficiently.
Preparing agendas and presentations for executive(s) internal and external meetings and presentations.
Triaging inboxes of both executives; confidentially reviewing incoming messages so as to proactively manage matters or shift priorities as needed.
Attending executive’s meeting as requested to take notes, action items, follow-ups; etc.
Technical acumen to run small and large scale virtual and/or hybrid meetings via Microsoft Teams to maximize collaboration (utilizing break out rooms, white boards, meeting transcription, etc).
Supporting the scheduling and distribution of materials for Board meetings.
Timesheet approvals on behalf of both executives’.

7-10 years of C-Suite office or project management experience in a professional services company.
Experience supporting international staff/ executive(s)
Prior personal or business international travel experience.
Bachelor’s degree preferred, Master’s degree a plus
Entrepreneurial spirit with experience working in a complex, matrixed organization
High degree of technical savvy;
Advanced MS365 Office programs (including by not limited to Word, Excel, Ppt)
Experience hosting large virtual/hybrid meetings via Microsoft Teams to include presenting Power Point presentations, hosting white board sessions, serving as host and managing Q&A on live webinars, incorporating video or other dynamic elements as needed.
Experience leveraging Microsoft Team’s channels to collaborate effectively across teams
Experience with Visio
Experience with InDesign or Illustrator preferred
Experience within government contracting and/or military experience or familiarity preferred.

Collaborates with HR to be aware of new hires both within the San Antonio office, and across the executives’ organization
Serve as a main point of contact for managing onboarding and inductions for new hires for both executives’, including arranging travel, welcome dinners, coordinating with facilities for office space (when applicable), IT for relevant equipment, etc.
Drives a culture of compliance through the executives’ organizations by enforcing completion of mid-year, end of year and objective setting activities.
Drafts and sends organizational announcements on behalf of both executives’.