Executive Assistant - SPX Express

What you'll do

1. Meeting & Schedule management

• Proactively manage and optimize the Director’s calendar by assessing priorities, business impact, and urgency to ensure time allocation aligns with strategic objectives.
• Coordinate meeting logistics end-to-end, including participant alignment, agenda confirmation, document preparation, and venue or virtual platform arrangements.
• Anticipate scheduling conflicts, shifting priorities, and potential bottlenecks, and propose structured solutions to maintain efficiency.
• Prepare briefing notes, summaries, and relevant background materials to ensure the Director is well-prepared for internal and external engagements.

2. External Relations Management

• Coordinate and facilitate meetings with external partners, vendors, industry stakeholders, and senior counterparts, ensuring all logistical and material requirements are met to a high professional standard.
• Prepare presentations, meeting decks, talking points, and supporting documentation in alignment with the Director’s objectives and messaging.
• Serve as a key liaison point for communication with external stakeholders, ensuring timely responses, accurate information flow, and professional relationship management.
• Support the planning and execution of business visits, leadership engagements, and hosted meetings, including venue arrangements, hospitality coordination, and material readiness.

3. Contract Signing and Administrative Governance

• Manage the end-to-end coordination of contract signing processes by working closely with Legal, Finance, Procurement, and relevant business teams to ensure documentation is accurate, complete, and compliant with internal governance standards.
• Monitor timelines for contract review and approval, proactively following up to ensure efficient turnaround and proper documentation flow.
• Maintain well-organized records of signed agreements and administrative documentation, ensuring accessibility and traceability when required.
• Uphold strict confidentiality and compliance standards when handling sensitive documents and information.

Requirements

• Bachelor’s degree in Business Administration, Management, or a related discipline.
• 3–6 years of relevant experience in executive support, senior stakeholder coordination, or project administration within a structured corporate environment.
• Demonstrated ability to manage complex schedules and competing priorities with sound judgment and attention to detail.
• Strong written and verbal communication skills, with the ability to prepare professional materials and correspondence.
• High level of discretion, integrity, and professionalism when handling confidential information.