Executive Assistant

About the Role

The Executive Assistant II manages calendars, travel, and team logistics for Directors and leaders across the AWSI Global Expansions team, supporting a workforce dispersed across the US, EMEA, and APJC. The role shapes how leaders spend their time and drives projects that impact the organization across time zones. Success requires delivering independently, resolving ambiguity without prompting, and balancing competing priorities across weekly business reviews, planning cycles, and cross-regional launches.

Key Responsibilities

Calendar and Scheduling

• Own calendars for leaders spanning Americas, EMEA, and APJ, resolving conflicts and making trade-offs among time, quality, and resources based on business need.
• Coordinate multi-country travel, including itineraries, visas, and expense reconciliation across regions.

Team Operations

• Own staff meeting agendas, all-hands logistics, team off-sites, and org chart updates.
• Manage projects that impact the organization and may span multiple organizations (e.g., cross-regional event coordination, org-wide onboarding redesigns, multi-team planning cycles), tracking deliverables to completion.
• Independently resolve escalations, seeking guidance only when the situation warrants it.
• Anticipate leader and organizational needs before they surface.

Content and Communication

• Prepare and curate meeting materials, briefing documents, and presentations on behalf of leaders, partnering with stakeholders to ensure accuracy and relevance.
• Create original content when the situation demands it, from leadership talking points to org-wide communications.
• Draft, edit, and send written communications on behalf of leaders, inferring and interpreting nuances from stakeholders across regions, functions, and external audiences (e.g., customers, finance, HR, partner teams).

Process Improvement

• Optimize cross-team procedures and best practices that work across regions (e.g., harmonizing onboarding workflows between US and EMEA, standardizing all-hands playbooks across three time zones).
• Build and document standard operating procedures for team logistics, event planning, and onboarding.

Stakeholder Engagement

• Influence leaders, peers, and internal and external stakeholders across AWS to align scheduling, events, and logistics for a globally dispersed team.
• Mentor and develop other EAs across AWS and Amazon; share best practices and coordinate cross-team activities.
• Lead the hiring process for administrative support when the organization requires it, and define the administrative support structure for the team.

How This Role Operates

The EA identifies issues and resolves them without being prompted, delivering independently while seeking direction as needed. Leaders define problems, opportunities, and strategies. The EA executes the tactical work and contributes to strategic decisions. When roadblocks arise, the EA resolves escalations with context and a recommended path forward. The EA actively experiments with AI tools to accelerate team operations and stays current on emerging capabilities.

Requirements & Tech Stack

• Basic Qualifications:
• Experience with Microsoft Office products and applications.
• Preferred Qualifications:
• Experience leading process improvements.
• Experience in a fast-paced, high-tech company.
• Experience designing processes to maximize efficiency.

Qualifications

• Demonstrates initiative, completes tasks and projects quickly, and proactively takes action without having to know the total picture.
• Learns organizational structures and objectives of the teams supported and builds a strong internal network.
• Applies superior attention to detail, great organizational skills, and the ability to meet tight deadlines and juggle multiple critical requests while maintaining flexibility, a sense of humor, and grace under pressure.
• Builds deep and trusting professional relationships with leaders and their teams, leading to strong partnerships, opportunities for special projects with increased responsibility, and long-term career growth.