· Core Mission: To ensure the seamless functioning of the executive office and provide comprehensive administrative and project support to members of the Frontiers Executive Team

· Scope: Supports the Executive Team members in all day-to-day operations, strategic initiatives, and external engagements. Manages the executive office's operational efficiency.

· Area of Impact: Directly enables Executive Team members to focus on strategic initiatives and leadership matters by managing complex logistics, communications, and administrative tasks. Enhances internal and external communication flow and supports critical projects.

Key Responsibilities

· Calendar Management: Coordinate, manage, prioritize, and resolve conflicting appointments across multiple time zones for the Executive Team members. High autonomy in daily schedule management.

· Communication: Serve as primary point of contact; draft, proofread, and edit high-level communications, reports, and presentations. Significant input on conveying executive messages.

· Meeting & Presentation Coordination: Organize and prepare materials for meetings, conferences, and events. Additionally, organize, coordinate, and share slides during departmental and company All Hands Meetings or Show and Tells, ensuring seamless presentation delivery. Attend meetings, take minutes, and follow up on action items as needed. High autonomy in meeting preparation and execution.

· Travel Arrangements: Arrange comprehensive travel itineraries, handle changes/issues. High autonomy in managing complex travel logistics.

· Administrative Support: Manage confidential files, oversee expense reports. Manage the email inbox.

· Project Management: Assist in planning/execution of special projects, monitor timelines, provide updates. Direct involvement in operational aspects of projects, contributing to objectives.

· Relationship Management: Build and maintain strong relationships with stakeholders, facilitate communication.

· Event Planning and Support: Coordinate logistics and provide on-site support for company events.

· Backup Support: Act as backup to other Executive Assistants for Executive Team members.

· Level of Autonomy: High degree of autonomy in managing the Executive Team members schedule, travel, communication, and the execution of presentations during key company meetings, including problem-solving for conflicts and unforeseen issues. Input on Strategy: Indirect input by enabling the Executive Team members focus on strategic matters and direct input through assisting in special projects and drafting high-level communications.

Requirements

· Proven track record as an Executive Assistant, specifically within international small and medium-sized enterprises (SMEs). This ensures familiarity with global business practices and cross-cultural communication.

· Strong proficiency in using modern technology tools for communication, scheduling, document management, and project tracking. This is essential for supporting executives efficiently in a fast-paced environment.

· Ability to independently manage executive schedules, travel arrangements, communications, and presentations. The role requires proactive problem-solving and the capacity to handle unforeseen issues without constant supervision.

· Skilled in drafting, proofreading, and editing high-level communications, reports, and presentations. Must be able to convey executive messages clearly and professionally.

· Experience in organizing meetings, preparing materials, taking minutes, and following up on action items. Capable of assisting in the planning and execution of special projects, monitoring timelines, and providing updates.

· Ability to manage confidential files, oversee expense reports, and handle sensitive information with the utmost discretion.

· Proven ability to build and maintain strong relationships with stakeholders and facilitate effective communication across teams