Executive Assistant

JOB PURPOSE

We are looking for a diligent, smart and talented Executive Assistant to join the Executive Support & Travel team. You will support several members of the global Executive Team, working alongside two other EAs with shared coverage and handover. Within this control center, agendas are managed, priorities are set and travel is booked (both national and international).

WHAT YOU'LL DO

• Manage the calendars of several executives, scheduling and coordinating meetings and appointments across time zones, resolving conflicts and protecting focus time.
• Act as a liaison between executives and internal and external stakeholders, maintaining effective communication and relationships.
• Anticipate and proactively address the needs of the executives, prioritizing requests and knowing what and when to escalate.
• Plan complex domestic and international itineraries, including visas, accommodation, ground transport, and local dinner events.
• Support the Chief of Staff and the other EA in offsites, board meetings, and conferences.
• Share coverage with the other two EAs so every executive is always supported, including during holidays and peak periods.
• Support ad hoc projects such as reporting, research and process improvements.
• Handle confidential information with discretion.

WHAT YOU'll BRING

• Professional working proficiency in English (C1 or above).
• 3+ years of experience as an Executive Assistant or Personal Assistant, ideally supporting C-level leaders, and more than one at a time.
• Excellent judgment, discretion and the confidence to handle confidential information.
• Strong calendar, travel and expense management skills, with proven experience juggling competing priorities.
• A proactive, anticipatory approach and getting things done mentality: you spot issues before they land on an executive's desk.
• Availability for 40 hours a week, with reasonable degree of flexibility around the working hours and picking up last-minute urgent matters in evenings or on the weekend when needed.
• A teamwork personality that fits a fast-paced, demanding and dynamic international working environment.
• Nice to have: Previous experience with Google Workspace (Drive, Sheets, email, Calendar); Our team works with Google tools.
• Nice to have: Experience in a digital agency, consultancy or other fast-paced international environment.

WHAT YOU'll GET

• The recruiter will share the benefits in the interview process.
• A reputation for doing good. DEPT® has been a Certified B Corp® since 2021 and named ‘Agency of the Year’ at both The Lovies and The Webby Awards.
• Awesome clients. Whether big or small, local or global — at DEPT® you’ll get the opportunity to work with clients of all sizes and across all industries. And we celebrate all of our successes together!
• The opportunity for possibility. We want to enable you to do what you do best and help you develop your skills further with training, development and certifications.
• Global annual DEPT® Cares Month in which employees come together and donate their skills to support local charities

Hybrid

DEPT® is a Growth Invention company built to help the world’s most ambitious brands grow faster. Operating at the intersection of technology and marketing, our 4,000+ specialists deliver growth invention services across Brand & Media, Experience, Commerce, CRM, and Technology & Data. We’re 50|50 tech and marketing, partner-led, and first to move. Clients include Google, Lufthansa, Meta, eBay, and OpenAI. We have been certified B Corp and Climate Neutral since 2021.

This role is at the center of our global support team. Think of us as the logistical backbone of the Executive Team: keeping things running smoothly, calendars up to date, travel arranged and helping out everywhere we can. We answer questions, offer support and make sure everything is well planned and proactively organised, so our execs can focus on their goals. We're the reliable crew that everyone counts on to keep things rolling.