Fika

Executive Assistant

• Manage calendars of C-Suite and Vice Presidents in the assigned region
• Resolve scheduling conflicts and protect time for strategic and external work
• Schedule recurring leadership meetings across multiple time zones
• Prepare and distribute meeting agendas
• Circulate meeting notes, decisions and action items within 48 hours
• Prepare briefing documents and background research for key meetings
• Triage executive requests and correspondence, escalating exceptions requiring executive judgement
• Book flights, accommodation and ground transfers for executives, staff and board members
• Monitor booking approval deadlines
• Coordinate visa applications, invitation letters and supporting travel documentation
• Arrange regional accommodation and ground transfers for visitors
• Maintain vetted travel, accommodation, transport, vendor and supplier lists
• Research, scope, plan and execute leadership meetings, retreats, board-related events, staff gatherings and engagement activities
• Coordinate venues, catering, accommodation, transport and materials
• Serve as the on-site point of contact during events
• Track event spending against budgets and flag budget pressure
• Collect receipts and prepare expense reconciliations
• Capture lessons learned and update event playbooks
• Ensure regional staff have necessary supplies and equipment
• Order business cards and branded merchandise and maintain inventory
• Perform additional regional administrative duties agreed with the relevant Chief

Executive Administrator